Deputy Head (Administration and Facilities)

Job Description
Job vacancy: Deputy Head (Administration and Facilities) within Administration & Facilities in Grade 4 
Job code: ADM/003/2022

About Administration & Facilities:
The Administration and Facilities Management team strives to make the Authority the best place to work for our fellow colleagues. The team oversees and manages MFSA's building management services, procurement of all the Authority's requests for goods and services, supports administration by providing oversight of the cleaning and security services, manages the centralised travel desk and the car fleet, takes care of hospitality, whilst ensuring the day-to-day smooth running of operations.

Keeping the highest possible standards is key and the team works hard to ensure employees work in a safe and comfortable environment whilst placing the necessary focus on productivity. Preventative maintenance on all the critical equipment is regularly scheduled, whilst the team takes pride in delivering renovation and refurbishment projects to the satisfaction of the Authority's staff.

Areas of responsibility include:

• Building Management Services
• Travel Arrangements
• Hospitality
• Administration of the MFSA Premises
• Transport Services
• Reception services.

The Role:
The eventual appointee will be responsible for the following main duties:

• Managing the day-to-day operations of the teams falling under the administration & facilities function and its staff- including maintenance of the facility and related equipment, physical security, and the other day-to-day administrative issues (such as cleaning, garage parking, travel requests and transport booking);
• Ensuring a high level of service provision to the rest of the organisation;
• Implementing and driving strategic goals within the function;
• Improving operational efficiency and effectiveness by driving quality improvements and leading business maintenance and facility operations keeping downtime to the barest minimum.
• Ensuring that service standards and company policies and procedures are adhered to whilst developing and maintaining key policies, procedures, and manuals and ensuring that controls are in place, in an effort to further develop and enhance the operational structures of the MFSA
• Leading and/or participating in projects relating to the function and recommending capital/facility update projects to maintain the facility in optimum condition
• Support and work closely with other functions within the Authority to ensure a seamless flow of information and work practices;
• Managing and leading capital projects, including budgetary and financial control as part of the project management;
• Managing the function's budgets and monitoring costs;
• Lead, Mentor, and ensure the professional development of all members of the team;
• Recruitment, staff training, and performance appraisal processes;
• Set and achieve key performance targets for the teams of the Administration function;
• Other duties and tasks may be assigned by the Head of Function and Chief Operations Officer.

About You:
We are looking for candidates that need to hold an Administration Degree and /or a Technical Degree in Engineering Mechanical / Electrical combined with proven good knowledge of the health, safety, and physical security requirements emanating from the legislation. The role calls for an academic qualification in a relevant field of study at National Qualification Framework Level 6 or better, duly certified by the Malta Qualifications Recognition Information Centre (MQRIC), or a widely recognised professional qualification at a comparable level. The applicant should also possess a minimum of six (6) years of working experience in a similar environment. Candidates with longer working relevant experience will be preferred.

If you do not have the necessary academic or professional qualifications but you have at least ten (10) years of relevant experience within a relevant field, we would still be interested in speaking with you.

How to apply or query further information:
Candidates are to forward a copy of their Curriculum Vitae (C.V.) and an accompanying covering letter providing the motivation for the application. 

Other important 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 interview. Details can be obtained by accessing the National Commission for Further and Higher Education website under 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. 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.

*Jobsplus Permit Number 198/2022