Administrative Assistant

Malta Financial Services Authority is currently looking to recruit an Administrative Assistant to join their team on a full-time basis.

Job Description
About the Department
The regulation and supervision of professional trustees and other fiduciaries and company service providers fall within the remit of the MFSA and in fact, the MFSA has a specific function designated with the responsibility for both the authorisation as well as the supervision of trustees and other fiduciaries, and also company service providers. The function's main objective is to ensure that licensed trustees and fiduciaries and company service providers have the appropriate structures and systems in place to service clients adequately whilst at the same time preserving their reputation as well as Malta's reputation, taking into account its international commitments. A mixture of tools is utilised with respect to supervision, consisting of both onsite inspections as well as offsite work and assessments.

About the Role
Within this role, you will be joining the Trustees and Corporate Services Providers supervision team in the review of the conduct of the respective licence holders.

Your work will include any of the following tasks aimed at verifying that authorised trustees and company service providers are meeting

The requirements of the Trusts and Trustees Act, the Company Services Providers Act and the relevant rules and regulations, as applicable:
You will be responsible for the general handling of administration duties including but not limited to:-

• Handling the general office duties which mainly include secretarial and other support duties depending on the exigencies of the Function
• Collaborating with colleagues to ensure seamless office operations and assisting with ad-hoc tasks as needed
• Managing the incoming, re-direction and outgoing of mail/calls, setting of meetings and booking of meeting rooms
• Filing and record keeping of databases, updating of relevant website, archiving of documents
• Diary management
• Assisting in the due diligence process relating to onsite inspections and handling of Personal Questionnaires
• Communicate with stakeholders in relation to any pending documentation that is required and ensure that this is provided accordingly
• Manage and update records, checklists and information in various databases including but not limited to the collection and validating of data
• Drafting of emails/letters to external parties as directed
• Preparing for and taking minutes of meetings as necessary; and
• Conducting research, collecting data, and compiling reports as assigned.

About You
We are looking for candidates with an interest in the financial services industry.

The role calls for an academic qualification in the relevant field of study at National Qualification Framework Level 5 or better, duly certified by the Malta Qualifications Recognition Information Centre (MQRIC) or a widely recognised professional qualification at a comparable level.

If you do not have the necessary academic or professional qualifications but you have at least three (3) years of working experience, we would still be interested in speaking with you. Candidates with longer working experience relevant to the role will be preferred.

Other Information
The MFSA is an Equal Opportunities Employer as certified by the NCPE (National Commission for the Protection of Equality) and is committed to a policy of equal opportunity in all aspects of employment and will take care to avoid any form of discrimination in its recruitment procedures. The MFSA reserves the right to withdraw this call at any time and not to select any of the Candidates.

It is the responsibility of applicants in possession of qualifications awarded by Universities and other similar institutions outside Malta to produce a recognition statement on the comparability of qualifications issued by the Malta Qualifications Recognition Information Centre (MQRIC). Applicants should do so preferably at the application stage or otherwise at the preliminary interview should an applicant be selected for such an interview. Details can be obtained by accessing the National Commission for Further and Higher Education website at www.ncfhe.gov.mt under the MQRIC heading.

The MFSA shall ensure that any processing of personal data is in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation), the Data Protection Act (Chapter 586 of the Laws of Malta) and any other relevant European Union and national law. For further details, you may refer to the Data Protection Policy on the MFSA webpage www.mfsa.mt.

Candidates are to note that the submission of any false statement/s or omission, even if unintended, may lead to the cancellation of their application and may render the candidate's appointment liable to termination.

Furthermore, please note that candidates may be asked to submit any documentation in support of the information provided, including but not limited to, proof of qualifications and Police Conduct Certificates.

Public Call Permit: 556/2023