Institute of Tourism Studies

EU & Erasmus Assistant Manager

  • Basis:  Full-Time
  • Closing Date:  03 Apr, 2023
  • Job Ref:  KMP-80523

Job Description

We are currently seeking an EU & Erasmus Assistant Manager to join our team.

Overall Purpose
To be responsible for the coordination of the Institute’s exchange programme including Erasmus+ mobility and EU Funding Programmes. The role entails, but is not limited to, providing guidance and information to students and staff and establishing systems and procedures for the successful operation of these programmes. The post holder will be responsible for gathering, maintaining and preparing data for internal and external reports.

Reporting to: Chief Operating Officer – Corporate Services and Chief Executive Officer and / or his delegate.

Term: 12 months’ probation period.

Principal Duties

  • To be responsible for the administrative operations, including the development and maintenance of systems for the efficient running of the office and supervision of staff;
  • To be part of the negotiations for student and staff exchange programmes while assisting and advising students and staff in the preparation of agreements;
  • To ensure administrative compliance with all requirements of the Erasmus+ programme, including accurate recording of exchange partnership agreements, student exchanges, work placements and staff mobility and to manage the collation and dissemination of data and documents for audits by the EUPA and for other internal and external reporting purposes;
  • To manage information about Erasmus+ and other exchanges, partners and agreements including information on the Institute’s web pages and to promote all mobility programmes within the Institute;
  • To support students and staff by preparing pre-departure information and holding preparation meetings;
  • To negotiate exchange programmes in consultation with Chief Operating Officer – Corporate Services and advise students and staff on the preparation of Learning Agreements;
  • Under the direction of the Chief Operating Officer – Corporate Services, be responsible for the development of work plans, including setting tasks, deadlines and monitoring and summarising progress on the assignments;
  • Be responsible for the effective implementation of EU funded projects and programmes assigned in accordance with the applicable rules;
  • Undertake any necessary training as requested and as required for the successful implementation of assigned tasks;
  • Be responsible for administrative tasks required for drafting and finalising applications in a timely manner to meet deadlines;
  • Be responsible for the preparation of reports as required;
  • Assist in the coordination of promotional activities and produce information materials;
  • Under the direction of the Chief Operating Officer – Corporate Services, organise and participate in meetings;
  • Liaise with relevant stakeholders as necessary;
  • Be responsible for maintaining all the documents and assist in any audit checks as deemed necessary;
  • Give support to students and staff as required;
  • Be responsible for analysing policy documents and procedures and present to Chief Operating Officer – Corporate Services as and when required;
  • Be responsible for any other administrative work as required and perform any other duties as instructed by the Chief Executive Officer and / or his delegate.

Person Specification

  • Sound knowledge of EU funding programmes.
  • Ability to multi-task and prioritise work.
  • Autonomous and independent in task accomplishment.
  • Proven ability to work as part of a team.
  • Good ICT skills.
  • Excellent written and verbal communication in both Maltese and English.
  • Excellent social skills and a strong desire to build and maintain strong relationships.
  • High degree of organisational ability and attention to detail.

Eligibility Criteria
By the closing time and date of the application, eligible candidates must be:

  • In a possession of a Master’s Degree or higher (120 credits), approved by MQRIC in a related area AND at least one (01) year relevant work experience. Or;
  • In possession of a recognised qualification at MQF Level 6 (180 to 240 credits) or equivalent in a related area and at least three (3) years’ proven relevant work experience in a similar environment. Or;
  • In possession of a recognised qualification at MQF Level 5 (60 to 120 credits) or equivalent in a related area and at least six (6) years’ proven relevant work experience in a similar environment.

Preference will be given to candidates who have performed in a similar role.

Submission of Applications
Interested applicants are to submit their application together with an updated detailed curriculum vitae supported with the necessary documentation by not later than end of business of Monday 3rd of April 2023. Applications may be delivered by email via the apply button below.