Career Opportunity: Administration Officer

14th February 2024

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Administration and Office Management

Yachting Malta is a public private partnership between the Government of Malta and the Royal Malta Yacht Club. Launched in April 2015, the organisation’s primary role is to identify and attract high profile yachting events to the Maltese Islands, including sailing regattas, power racing, boat shows, yachting awards & conferences.  Yachting Malta also aims to enhance the quality and growth of already established events. Yachting Malta is seeking to employ an Administration officer to join its Team. The following are the requirements for this position:

·       Supporting the CEO in Procurement and the management of financial and administrative matters. This includes the efficient running of the Yachting Malta Office;

·       Dealing with specific queries and complaints including PQs and FOI requests; 

·       Implementing departmental policy over a wide range of activities/services rendered by Yachting Malta; 

·       Creating and maintaining databases; including carefully running the filing system of the company;

·       Compiling, drafting and proofreading documents for the consideration of management;

·       Attending meetings to support management as required, 

·       Act as secretary to units, committees, commissions and be required to write reports, to keep minutes and to deal with correspondence; 

·       Monitor workflow and ensure timely procedures are being effectively adhered to; 

·       Being familiar with pertinent legislation, such as, the Public Administration Act (PAA) and the Public Service Management Code (PSMC)/related manuals and Procedures;

·       Providing input in the preparation and the formulation of the company’s business plan and the implementation of such plan;

·       Ensuring efficiency and effectiveness in the management of the company’s budget;

·       Ensuring that records and statistics related to the company are accurate and up to date, as required by the CEO;

·       Assist in the application and implementation of EU funded projects, seek opportunities for participation by Yachting Malta in EU projects and coordinate their application within and outside the entity.

·       Ensuring timely processing of financial records linked to projects partly financed through EU structural and other programme funds.

·       Providing administrative support for HR matters, organising, compiling, updating the company’s personnel records and documentation

·       Maintaining schedule and coordinating calendar activities; Answering telephone calls and emails and provide needed information;

·       Assist in creating reports for  management/ Board of Directors;

·       Formulating/compiling accurate specifications in connection with calls for quotations/tenders for the procurement of services and goods, in full observance of the relevant government legislation, financial procedures and policies;

·      Liaising effectively, where applicable, with the CEO  so as to ensure the efficient procurement procedures related to the upkeep and maintenance of the Company’s premises, assets and projects; Being responsible to monitor quotations, LPOs, invoices and contracts for ensuring correct payment; Being responsible in following up LPOs and commitments made for better public funds management; Ensuring the Entity is fully equipped and regularly resourced.

Any other duties according to the exigencies of the Public Sector as directed by the CEO of Yachting Malta.

Although not a requisite for the post, an interest in Yachting activities will be considered as a valuable asset.

A Covering Letter and CV are to be sent to the CEO via email on ceo@yachtingmalta.org

𝐀𝐩𝐩𝐥𝐢𝐜𝐚𝐭𝐢𝐨𝐧𝐬 𝐚𝐫𝐞 𝐭𝐨 𝐛𝐞 𝐬𝐞𝐧𝐭 𝐛𝐲 𝐧𝐨𝐭 𝐥𝐚𝐭𝐞𝐫 𝐭𝐡𝐚𝐧 𝟏𝟕𝟎𝟎𝐡𝐫𝐬, 𝐅𝐫𝐢𝐝𝐚𝐲 𝟐𝟑𝐫𝐝 𝐅𝐞𝐛𝐫𝐮𝐚𝐫𝐲.

Jobplus Permit Number: 110/2024