Office and HR Administrator

The Office of the Information and Data Protection Commissioner (“IDPC”) is currently looking for a full-time Office and HR Administrator (full-time) to join its team.

Main Duties and Responsibilities 

• Coordinate and oversee all office activities and ensure that these adhere to internal policies and procedures.
• Be responsible for book-keeping activities and ensure that accounting records are kept up-to-date and in accordance with basic accounting principles.
• Work on budgetary and audit reports as may be required by the IDPC.
• Make business travel arrangements for the IDPC and members of staff, including the working of subsistence and contingency allowances.
• Take care of the internal physical and digital filing system, in particular, to ensure that all the records are kept in line with the Office’s retention policy.
• Organise business meetings for the IDPC and keep his calendar updated accordingly;
• Assist in the recruitment processes and take care of the necessary documentation which is required to be completed and submitted to national government agencies for new employees and for others who no longer form part of the Office.
• Supervise supplier agreements and settle invoices and, or outstanding payments.
• Participate and keep abreast with the latest updates of the various SAGE modules, add-ons, additional developments, and enhancements.
• Liaise with the IDPC’s external accountants and auditors and may be required.
• Propose innovations and improvements to the current policies, practices, and systems with the objective to enable the IDPC to achieve better and more effective results in its operations.
• Any other ad-hoc duties that may, from time to time, be assigned by the IDPC. 

Requirements and skills

• Proven work experience in a similar position within an office environment.
• Possess a level 5 Malta Qualifications Framework (MQF) diploma pursued in Malta in the field of accountancy, management, human resources, finance or in another related area, or alternatively an equivalent academic qualification gained abroad and recognised as equivalent in Malta by the Malta Qualifications Recognition Information Centre (MQRIC). Preference will be given to candidates in possession of a level 6 degree in one of these subject areas, namely in accountancy, management, human resources or finance;
• Excellent written and verbal communication skills both in Maltese and English, whilst other languages will be considered advantageous.
• IT literate and excellent Microsoft skills including Word, Excel, PowerPoint, and Outlook.
• Possess basic accounting knowledge and be acquainted with accounting software, namely SAGE.
• In-depth knowledge of office management and accounting processes and procedures.
• Strong attention to detail.
• Be familiar with financial regulations, namely the Public Procurement Regulations, which govern the procurement procedures that the IDPC must follow.
• Goal-oriented and able to work independently as well as in a team.
• Be a quick learner and possess excellent communication and interpersonal skills together with the energy to be proactive in identifying better ways how to improve work processes.

JobsPlus Permit Number: 749/2023