Administrative Officer II - Procurement Officer Scale 10

JOB DESCRIPTION

Position Title: Administrative Officer II - Procurement Officer Scale 10
Organisation: Local Councils' Association (LCA)
Reporting To: Executive Secretary

Purpose of the Position

The Procurement Officer shall be responsible for managing, coordinating and administering all procurement activities of the Local Councils' Association in accordance with the Public Procurement Regulations, financial regulations, funding requirements and internal procedures. The role requires the provision of professional procurement support throughout the entire procurement cycle, ensuring transparency, compliance, value for money and effective contract management.

The Procurement Officer shall also support the implementation of national and EU-funded projects, conferences, events and initiatives undertaken by the Association.

Key Responsibilities

Procurement Planning and Administration

• Coordinate and administer procurement procedures in accordance with applicable legislation and policies.
• Prepare Requests for Quotations (RFQs), Calls for Tenders, Requests for Proposals and Direct Orders.
• Draft procurement documents, technical specifications, terms of reference and evaluation criteria in consultation with the relevant stakeholders.
• Ensure procurement procedures are conducted in a transparent, fair and compliant manner.

ePPS Administration

• Manage and administer procurement procedures through the Electronic Public Procurement System (ePPS).
• Upload procurement documentation and publish procurement procedures on the ePPS platform.
• Coordinate clarification processes and responses to bidders through the system.
• Support evaluation committees in the administration of electronic submissions.
• Ensure procurement records are maintained accurately within the ePPS environment.

Evaluation and Contract Management

• Act as Secretary to Evaluation Committees where required.
• Prepare evaluation reports, recommendations and contract award documentation.
• Monitor contract implementation and supplier performance.
• Maintain contract registers and procurement records.
• Coordinate contract amendments, extensions and renewals where applicable.

Compliance and Reporting

• Ensure compliance with Public Procurement Regulations, financial procedures and audit requirements.
• Maintain complete procurement files and audit trails.
• Assist in responding to audit queries and procurement reviews.
• Prepare procurement reports and updates for management and the Executive Board.

Project and Operational Support

• Provide procurement support for conferences, training activities, projects and events organised by the Association.
• Assist in procurement planning linked to EU-funded and nationally funded projects.
• Liaise with suppliers, contractors, government entities and stakeholders as necessary.

General Duties

• Attend meetings, training sessions and professional development activities.
• Keep abreast of changes in procurement legislation and best practices.
• Undertake any other duties as may be assigned by the Executive Secretary.

Qualifications

D. Eligibility Requirements for Administration Officer II (Salary Scale 10 / 9)

Entry into the grade of Administration Officer II (Salary Scale 10 / 9) shall be made through open calls of application open to candidates who are in possession of one of the following:

1. A pass (at least at Grades 1–5, Grade C or a comparable qualification at MQF Level 3 or higher) in five (5) subjects, including the compulsory subjects Maltese and English language, and three (3) other subjects, together with a pass (at least at Grades 1–5) in two (2) Advanced Level subjects or a comparable qualification at MQF Level 4 (minimum of 60 ECTS) or higher, together with knowledge of IT Office Applications,

AND

At least eight (8) years of proven clerical duties.

OR

At least two (2) years of experience as an Administration Officer I with a Local/ Regional Council, subject to satisfactory performance and possession of the minimum eligibility requirements for Administration Officer I salary Scale 11

OR

1. A full qualification at MQF Level 5 or higher (minimum 60 ECTS) in a field relevant to Local Council operations, or completion of the Compulsory Training for Administration Officer II (MQF Level 5, minimum 60 ECTS) organised by the Association/LGD, together with knowledge of IT Office Applications. Candidates recruited under this clause shall be required to pass a proficiency test in Maltese and English language.

AND

At least eight (8) years of proven clerical duties.

OR

At least two (2) years of experience as an Administration Officer I with a Local Council, subject to satisfactory performance and possession of the minimum eligibility requirements for Administration Officer I salary Scale 11

Additional Requirement
All successful candidates, irrespective of the entry route, shall be required to attend a Training Programme, which includes IT Office Application Skills.

Career Advancement for Administration Officer II (Salary Scale 10 / 9)
Administration Officers II in Salary Scale 10 shall progress to Salary Scale 9 after two (2) years of satisfactory service in Salary Scale 10.

Knowledge Requirements

The successful candidate must demonstrate knowledge of:

• Malta's Public Procurement Regulations and procedures.
• Public sector procurement practices.
• Contract administration and supplier management.
• Procurement governance and compliance requirements.
• Electronic Public Procurement System (ePPS) and its practical operation.
• Microsoft Office applications, particularly Excel, Word and Outlook.
• Administrative and financial procedures.

Skills

The successful candidate shall possess:

• Excellent organisational and time-management skills.
• Strong analytical and problem-solving abilities.
• Excellent written and verbal communication skills in Maltese and English.
• Strong report-writing and documentation skills.
• Ability to manage multiple procurement processes simultaneously.
• Ability to work independently and meet deadlines.
• Good interpersonal and stakeholder management skills.
• Attention to detail and accuracy.
• Strong ICT skills, including proficiency in the use of ePPS.

Core Competencies

Professional Competencies

• Procurement and contract management.
• Compliance and governance.
• Planning and coordination.
• Financial awareness.
• Risk identification and mitigation.

Behavioural Competencies

• Integrity and ethical conduct.
• Accountability and responsibility.
• Initiative and proactive approach.
• Confidentiality and discretion.
• Commitment to quality and continuous improvement.
• Teamwork and collaboration.
• Customer and stakeholder orientation.

Working Relationships

The Procurement Officer will work closely with:

• Executive Secretary.
• Executive Board and Committees.
• Project Managers and Coordinators.
• Government Departments and Entities.
• Suppliers, Contractors and Service Providers.
• Evaluation Committees.
• Funding Authorities and Auditors.

The position requires a high degree of professionalism, confidentiality, integrity and commitment to ensuring that all procurement activities are conducted in accordance with applicable regulations and best practices.