Medicines Authority

Post of Finance and Administration Officer

(Jobsplus Permit: 88/2022)

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 assist with the running of operations of the Authority to maintain a smooth and effective system including administrative assistance duties such as diary management and secretariat tasks. The Finance and Administration Officer shall provide high level executive support to the Director and/or Head and the Top Management Team.

Functions

(a) Facilitate processes through:

– Organisation of meetings and preparation of relevant information for the Director/s and Head/s, as required;

– Background research into subjects senior colleagues/ managers are dealing with, and present findings in an easily digestible form;

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

– Decision making;

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

– Coordination of workflow with minor or without supervision.

(b) Provide:

– High level executive support to the Chairperson/ CEO, Director(s), Head(s) and/ or senior colleagues in meeting day to day commitments and functions of the Medicines Authority, including scheduling of activities, preparation of meeting agendas, minute taking;

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

– Assistance in organising seminars, arranging 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;

– Maintenance and upkeep of the diary of the Chairperson/ CEO, Director/s and Head/s 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 members of staff;

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

– To contribute to the efficiency and effectiveness of the 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.

(f) Any other duties and responsibilities as assigned by the Chairperson/ CEO and Director/s.

(g) Other Duties may include:

– Register and/distribute incoming and outgoing mail (including faxes, courier service, etc), correspondence and internal documents;

– Present all incoming mail;

– Issue invoices and receipts;

– Post Petty Cash payments vouchers and petty cash refunds;

– Reconciliation of Petty Cash on a monthly basis;

– Assist with payroll matters;

– Monitor of leave and attendance of staff;

– Process new employees and manage personal files;

– Assist in recruitment procedures;

– Manage Inventory;

– Purchasing which may include requesting bids;

– Travel arrangements including airfare bookings and obtaining of foreign currency for payment of subsistence from an official banking branch;

– Liaise with Ministry travel unit, as required;

– Regular updating of the Authority’s travel data base and reconciliation thereof with the Medicines Authority’s travelling and subsistence accounting records;

– Answer the telephone; take and relay messages efficiently and respond to inquiries from the general public;

– Stationary orders; and

– General clerical duties, namely data entry, filing, typing namely photocopying.

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 Maltese and English language;

(iii) In possession of:

(a) A Bachelor qualification at MFQ Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or comparable recognised qualifications.

Or

(b) A recognised Diploma at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits,

or equivalent, with regard to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or comparable recognised qualifications, 3 years work experience, 1 year of which in a relevant area.

Or

(c) A recognised Diploma at MQF Level 5 (subject to a minimum of 15 ECTS/ECVET credits,

or equivalent, with regard to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or comparable recognised qualifications, 5 years work experience, 1 year of which in a relevant area.

(iv) In possession of a formal qualification in accounts or scientific subject.

In case the applicant does not have formal qualification/s in accounts or scientific subject, the

selected candidate/s shall be required to complete a formal qualification pertinent to the requirements of the Authority within 3 years of 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 12 months of the appointment and shall present to the Authority a status report of the progress achieved within 30 months of the appointment.

(v) Applicants with experience working in a regulatory environment will be preferred

Candidates who have not yet formally obtained the above-mentioned qualification will still be considered, provided that they submit evidence that they are undergoing the course and it is expected that the candidate is approved for the award in question by end of December 2022.

5.2 Prospective applicants should note the requirement to produce MQRIC recognition statements in respect of their qualifications from MQRIC, or other designated authorities, as applicable, as per provisions applicable to this call for applications. (http://www.pahro.gov.mt/file.aspxf=799).

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 12 February 2022