Medicines Authority

Posts of Finance and Administration Assistant

(Jobsplus Permit: 415/2024)

1. The Medicines Authority invites applications for posts of Finance and Administration Assistant within the Authority.

2. Terms and Conditions

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

2.2. The post of Finance and Administration Assistant is subject to a probationary period of six (6) months.

3. Salary pegged to the post 

3.1. The salary attached to the post of Finance and Administration Assistant is that of €17,858.12 per annum. 

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 Assistant works as a team member providing administrative support to maintain an effective system to facilitate the smooth and effective operation of the Directorate(s)/Unit(s).

Functions

(a) Facilitate processes through:

- Assisting in the organisation of meetings and preparation of relevant information for line management, as required;

- Compiling information into subjects senior colleagues are dealing with, and present findings in an easily digestible form;

- Planning and managing on-going work of the respective section and work with the assigned staff; and

- Coordination of general clerical duties without or minor supervision.

(b) Provide:

- Administrative assistance and support to line management and/ or 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 and initiatives related to the functions of the Malta Medicines Authority;

- Assistance in organising seminars, arranging meetings and fixing appointments; and

- General assistance during presentations, meetings and seminars including welcoming visitors at the Authority, as required internally and externally.

(c) Ensure:

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

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

- The timely processing of tasks;

- All equipment and vehicles are maintained in good working order and report any malfunctions as necessary; and

- Maintenance of filing systems 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, stakeholders 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 Medicines Authority.

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

- Maintaining and updating the diary of the Chief Executive Officer, Director/s and line Management as required;

- Maintaining a filing system for documents within the Directorate and/or Unit;

- Assist in organising seminars, arranging meetings and fixing appointments;

- Liaising efficiently with suppliers and other members of staff;

- Prepare meeting agendas, minute taking and other general administrative support functions;

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

- Promote communication and liaison between different sections of the organisation; 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 Diploma at MQF Level 5 in Leadership and/or Management and/or Gender, Work and Society or comparable recognised qualification, plus one (1) year work experience.

OR

(b)   A recognised Award at MQF Level 4 in Communication Skills or planning and Organisational Skills or Customer Care or an equivalent, pertinent and comparable vocational and training award, plus three (3) years work experience.

Previous experience in similar duties and knowledge in Gender, Work and Society, Finance Systems, Quality Management and Customer Care will be preferred. Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet subject requirements.

Candidates who have not yet formally obtained the above-mentioned qualification/ registration will still be considered, provided that they submit evidence that they have been approved for the award/ registration in question by the last quarter of the year 2024.

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. Academic Qualifications - Malta Further & Higher Education Authority (mfhea.mt).

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 written test and an interview 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, are to be submitted to hr.medicinesauthority@gov.mt by not later than noon on Saturday 4^th May, 2024.