Officer (Administration and Procurement)

Malta Development Bank is currently looking to recruit an Officer (Administration and Procurement) to join their team on a full-time basis.

Jobsplus Permit Number 589/2024

Job Description:

The Officer (Administration and Procurement) shall be responsible for managing the procurement, security, and general administrative duties of the Malta Development Bank (MDB). Accountable for the administrative and security issues related to premises and facilities management to ensure that the Bank is operating efficiently and effectively.  

The Officer (Administration and Procurement) shall report to the Chief Corporate Services Officer.

The position will also involve working with individuals across all levels of the organisation. In specific instances, the chosen applicant will also work with external consultants. 

The MDB offers a flexible work environment where employees are encouraged to take on new challenges and learn new skills. In line with the exigences of work, employees may be assigned to different functions as needed.

Duties and Responsibilities

The Officer (Administration and Procurement) shall be responsible for:

• Managing the procurement process ensuring compliance with internal and public procurement policies and legislation. This may include liaison with Government Ministries and Departments for appropriate procurement approvals
• Coordinating and handling the Tendering/RFP process in full as per Public Procurement processes and policies and drafts all related documentation (tenders/contracts etc) in liaison with the staff involved
• Act as the reference point for all procurement thus ensuring best value for money purchasing through competition and regular benchmarking
• Managing inventories and maintaining accurate inventory management systems, collaborating with the relative internal units while managing the disposal of assets procedure and an adequate inventory stock
• Managing and updating service contracts, lease agreements, and all outsourced services in line with the proper contract or agreements including verifying all utility bills while providing recommendation for payment approval
• Monitoring all the facilities management including security, cleaning, and other day-to-day service work, assuming responsibilities for the maintenance of the office supplies and equipment
• Maintaining at all times secured premises by inspecting building, security alarm systems, security equipment and assisting in regular safety drills with updated list of wardens in accordance with the required regulations
• Preparing budgetary with cost-benefit analysis reports and other regular reports in line with the internal policies and procedures
• Ensuring that the policies and procedures within the respective areas of responsibility remain adhered to and are constantly kept up to date
• Liaison with the relative units to ensure internal control is applied through in-place systems and procedures
• Proactively identify issues in relation to security, procurement and general administration and recommend practical solutions and appropriate action plans
• Keeping abreast with developments in the national and European legislative framework of procurement and security rules and practices in order to ensure compliance
• Working with any external consultants, suppliers, or other parties in relation to procurement and other administrative duties
• Taking initiative to identify areas for improvement within the bank, and secure approval before implementing changes
• Acting as the Security Officer and the substitute Health & Safety representative of the Bank
• Performing any other administrative roles and other responsibilities which may be assigned from time to time by the Chief Corporate Services Officer or the Chief Executive Officer to ensure the smooth running of day-to-day operations of the Bank and to substitute other administrative personnel as required. 

Candidate Profile and Experience

Qualifications:

• An academic qualification at the level of a Diploma (MQF level 4) or better in Procurement, Business Administration, or equivalent, recognized, and comparable qualification.

Eligibility:

• Minimum 3 years’ experience in a procurement environment with an extensive hands-on experience in preparing government tenders from start to finish and have proven ability to perform the tasks outlined in the job description
• Experience in the administration and security of financial services facilities is considered an asset
• Be able to work under pressure with minimum supervision and to strict deadlines and budgets
• A disposition to take initiative, collaborate with all the Business Units and support work within the area of responsibilities beyond the call of duty to ensure the smooth running of the function. 

Business Skills:

• Assertive with strong ethical values and integrity
• Strong interpersonal skills with the ability to prioritise, coordinate and organise the work in a practical fashion
• A conscientious attitude, self-motivation and ability to work without close supervision
• Very good writing and verbal communication ability with excellent negotiations skills
• Good project management and analytical skills who does not hesitate to voice out own opinions and decisions even in challenging situations
• Vigilant on security with excellent level of accuracy under pressure and must be able to respond adequately to demands from internal and external contacts.

Knowledge:

• Sound knowledge of public procurement and security regulations with high standard of work throughout
• High proficiency in the use of Microsoft Office applications with expertise in Microsoft Word, Excel, and PowerPoint
• Fluent in Maltese and English.

Data Protection:

The MDB shall process information provided by candidates solely for the purpose of this vacancy. In the event of unsuccessful applications, the Bank may keep applicants’ personal data on file for a period up to six months following the date that the post applied for was filled. Applicants’ information will only be used to identify any future employment opportunities within the MDB for which applicants may be suited. Applicants are free to withdraw their application and their consent to the retention of their personal data, at any time. For further information, please read the MDB’s privacy notice which can be found on our website (https://www.mdb.org.mt/privacy-policy/)