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Home / Careers / Finance and Administration Officer

Finance and Administration Officer

Medicines Authority

Post of Finance and Administration Officer

(Jobsplus Permit: 804/2023)


1. The Medicines Authority invites applications for the post of Finance and Administration Officer within the Authority.

 

2. Terms and Conditions

2.1. The selected candidate will be employed as a Professional Officer Grade D, on an indefinite contract with the Authority, according to its Collective Agreement.

2.2. The post of Finance and Administration Officer is subject to a probationary period of twelve (12) months.

 

3. Salary pegged to the post

3.1 The salary attached to the post of Finance and Administration Officer in 2021 is that of €22,093 per annum, rising by annual increments up to a maximum of €24,949.

3.2 A Qualification Allowance (if applicable) as established by the Central Administration in line with the Medicines Authority Collective Agreement.

 

4. Duties

Overall purpose

The Finance and Administration Officer is responsible to support the running of operations of the Authority to maintain a smooth and effective system including administrative and corporate assistance duties. The Finance and Administration Officer shall be required to give a professional service and work as part of a multi-disciplinary team.

Functions

(a) Facilitate processes through:

– Organisation of meetings and preparation of relevant information for the Chief Executive Officer/Director/s and line management, as required;

– Researching and compiling information on topics which are being discussed by senior colleagues/ managers, and present findings in an easily digestible form;

– Organising, planning, managing and supervising on-going work of the respective section;

– Team work with assigned employee/s;

– Decision making;

– Delegation of work when senior colleagues/ managers are unavailable; and

– Coordination of workflow with minor or without supervision.

(b) Provide:

– High level support to the Chief Executive Officer/Director/s/line management and senior colleagues in meeting day to day commitments and functions of the Malta Medicines Authority, including scheduling of activities, preparation of meeting agendas, minute taking;

– Administrative support in projects related to the functions of the Malta Medicines Authority;

– Assistance in organising seminars and meetings, and fixing appointments;

– General assistance during presentations, meetings and seminars as required internally and externally;

– Secretarial support as required, including following up action items; and

– Assistance with correspondence related duties i.e. word processing, draft letters, report compilation, power point presentations etc.

(c) Ensure:

– Compliance with the protocol of the Malta Medicines Authority and regulatory requirements;

– An effective and efficient quality management system by observing, following and/ or reviewing the Authority’s Policies, Standard Operating Procedures and Guidelines, as required;

– The timely processing of tasks;

– Office equipment is maintained in good working order; and

– Maintenance of a filing system for documents within the Directorate/s and/or Unit/s.

(d) Executing duties in a professional manner:

– By keeping up to date with the knowledge required for the work assigned;

– Through effective liaison with suppliers and other employees;

– By operating any software package or procedure provided by senior colleagues/ management; and

– To contribute to the efficiency and effectiveness of the Malta Medicines Authority.

(e) Continuously improve the performance of the organisation by:

– Promoting and maintaining good professional and ethical working relationship with colleagues and stakeholders;

– Promoting communication and liaison between different sections of the organisation;

– Working on projects with other departments and provide support when required;

– Maintaining statistical records and prepare periodic reports, as required;

– Replacing other administrative support staff when required;

– Communicating efficiently with the stakeholders of the Malta Medicines Authority;

– Devising and maintaining office systems to deal efficiently with paper flow; and the organisation and storage of paperwork, documents and computer-based information; and

– Performing duties as may be instructed by senior colleagues; and

– Promoting the vision, mission, values, strategy and objectives of the Authority.

(f) Any other duties and responsibilities as assigned by the Chief Executive Officer/Director/s and/or appointed substitute.

 

5. Eligibility requirements

5.1 By the closing time and date of this call for applications, applicants must be:

(i) (a) citizens of Malta; or

(b) citizens of other Member States of the European Union who are entitled to equal treatment to Maltese citizens in matters of employment by virtue of EU legislation and treaty provisions dealing with the free movement of workers; or

(c) citizens of any other country who are entitled to equal treatment to Maltese citizens in matters related to employment by virtue of the application to that country of EU legislation and treaty provisions dealing with the free movement of workers; or

(d) any other persons who are entitled to equal treatment to Maltese citizens in matters related to employment in terms of the law or the above-mentioned EU legislation and treaty provisions, on account of their family relationship with persons mentioned in paragraph (a), (b) or (c); or

(e) third country nationals who have been granted long-term resident status in Malta under regulation 4 of the “Status of Long-Term Residents (Third Country Nationals) Regulations, 2006” or who have been granted a residence permit under regulation 18(3) thereof, together with family members of such third country nationals who have been granted a residence permit under the “Family Reunification Regulations, 2007”.

The advice of the Citizenship and Expatriates Department should be sought as necessary in the interpretation of the above provisions.

The appointment of candidates referred to at (b), (c), (d) and (e) above would necessitate the issue of an employment licence in so far as this is required by the Immigration Act and subsidiary legislation. The Jobsplus should be consulted as necessary on this issue.

(ii) Proficient in the English language;

(iii) In possession of:

(a) A recognised Bachelor qualification at MQF Level 6 in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable professional qualification.

or

(b) A recognised Diploma at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent, with regards to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus three (3) years work experience, of which one (1) year is in the relevant area.

or

(c) A recognised Diploma at MQF Level 5 (subject to a minimum of 15 ECTS/ECVET credits, or equivalent, with regards to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus five (5) years work experience, of which two (2) years are in a relevant area.

In case the applicant does not have formal qualifications in accounts and/or scientific subject, the selected candidate shall be required to complete a formal qualification pertinent to the requirements of the Authority by end of year 2026 from the undertaking signifying their commitment to the assignment for which they are selected. The selected candidate shall provide proof of being registered for the qualification within six (6) months of the appointment and shall present to the Authority a status report of the progress achieved by end of year 2026. On successful completion of the qualification, the selected candidate shall be entitled to the Qualification Allowance in line with the MMA-UHM Collective Agreement. The Authority shall have the right to revert the employee to the post held the applicant prior to this call in case the qualification is not obtained within the stipulated timeframe.

 

6. Submission of supporting documentation

6.1 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application. Scanned copies sent electronically are acceptable.

6.2 Original certificates and/or testimonials are to be invariably produced for verification at the interview.

 

7. Selection procedure

Eligible applicants will be assessed by a Selection Board to determine their suitability for the post.

 

8. Submission of applications

Applications, together with a curriculum vitae showing qualifications and experience and a signed Data Protection Consent Statement (Appendix 1), are to be submitted to hr.medicinesauthority@gov.mt by noon on 18 November 2023.