Procurement & Administrative Officer

  • Basis:  Full-Time
  • Closing Date:  17 Jun, 2019
  • Job Ref:  KMP-44567

Job Description

Prime focus of position:

  • Accountable to the Human Resources & Administrative Manager for the management of the MCA’s procurement processes ensuring  compliance  with  internal  and  government  procurement  policies and  legislation  including  liaison  with Government  Ministries  and  Departments  for appropriate procurement approvals;
  • Act as a channel through which all procurement is directed ensuring best value for money,  purchasing   through   competition   and   regular   benchmarking   to   ensure competitive prices;
  • Accountable for the administrative issues related to premises and facilities management.

Main Responsibilities:

  • Liaises with staff on procurement requirements, analysing and evaluating procurement requests and providing advice;
  • Obtains quotes, evaluates costs and seeks to achieve best value for money;
  • Ensures  expenditure  has  been  budgeted  for  and  are  provided  for  through  the appropriate funding;
  • Raise purchase orders, monitor outstanding purchase orders and ensure accuracy of supplier invoicing;
  • Develop rapport with suppliers and negotiate best prices;
  • Ensures  compliance  with  MCA  and government  procurement  policies,  procedures legislation and best practice;
  • Ensures adherence to government financial directives;
  • Resolves  problems  related  to  purchasing,  delivery,  receiving  and  payment  to  the supplier;
  • Determines source of the problem and takes appropriate corrective action;
  • Identifies areas where savings can be made and current practices improved;
  • Liaises with Government ministries/departments for appropriate procurement approvals;
  • Coordinates the tendering / RFP  process  and  drafts all related documentation (tenders / contracts etc) in liaison with the staff involved;
  • Ensures all binding documentation is vetted by legal;
  • Maintains an accurate filing system ensuring documentation is filed appropriately;
  • Develops and implements Health and Safety policy guidelines and enhances the quality of office accommodation and equipment; and
  • Performs  other  duties  as  assigned  by  the  Human Resources & Administrative Manager

Accountability:

  • Responsible for preparation of purchase orders and coordinating the preparation of tenders/request for proposals within the guidelines of MCA Procurement Policies and Procedures;
  • Compliance with procurement procedures and appropriate authorisations obtained in line with MCA and government procurement policies; and
  • Goods/Services are delivered / rendered as requested.

Key Selection Criteria:

  • In possession of an academic qualification at the level of a diploma in procurement, administration or equivalent, recognised and comparable qualification;
  • 5 years experience in a sales / procurement;
  • Good negotiating skills;
  • Sound analytical and problem solving skills;
  • Planning and organisational capabilities;
  • Demonstrated ability to communicate effectively in both Maltese and English;
  • Good interpersonal skills to effectively interact with all levels of staff and third parties;
  • Ability to work on own initiative and ability to participate as a member of team;
  • Proficient in the use of an extensive range of office automation software.