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Post of Manager I (Procurement)

Date: Nov 15, 2019
 
Ministry for Home Affairs and National Security
 
POST OF MANAGER I (PROCUREMENT) IN THE MINISTRY FOR HOME AFFAIRS AND NATIONAL SECURITY
 
Nomenclatures denoting the male gender include also the female gender.​
 
1. The Permanent Secretary, Ministry for Home Affairs and National Security invites applications for the post of Manager I (Procurement) in the Ministry for Home Affairs and National Security.
 
Terms and Conditions
 
2.1 This appointment is subject to a probationary period of twelve (12) months .
 
2.2 During the probationary/trial period, appointees must successfully complete appropriate induction programmes organised by the Institute for Public Service to be eligible for confirmation of appointment.
 
2.3 The salary for the post of Manager I (Procurement) is Salary Scale 10, which in year 2019 is €19,958 per annum, rising by annual increments of €407.67 up to a maximum of €22,404.
 
2.4 A Manager I (Procurement) will progress to Salary Scale 9 (€21,252 x €447.33 - €23,936 in 2019) on completion of two (2) years’ service in the grade in Salary Scale 10, subject to satisfactory performance.
 
2.5 A Manager I (Procurement) will progress to Salary Scale 8 (€22,645 x €486.83 - €25,566 in 2019) on completion of five (5) years’ service in the grade in Salary Scale 9, subject to satisfactory performance.
 
2.6 A Manager I (Procurement) will progress to Salary Scale 7 (€24,153 x €531.17 - €27,340 in 2019) on completion of three (3) years’ service in the grade in Salary Scale 8, subject to satisfactory performance.
 
2.7 Selected candidates will also be entitled to the payment of an annual performance bonus of up to a maximum of 10% of his/her basic salary, subject to satisfactory performance and subject to Central Administration’s policies in force from time to time.
 
2.8 On being appointed, a successful candidate would be requested to renounce to other applications currently in process within the Public Service which is/are pending at the time of this appointment, without prejudice to SAAC calls (including Assistant Directors).
 
2.9 Lateral applications by public officers who already hold an appointment in the same grade being advertised are allowed only if the area of specialisation of the vacancy is different to the one held by the applicant and requires a specific related qualification as an eligibility requirement, which the applicant must satisfy.
 
a. Successful candidates are to serve in this post for a minimum of two (2) years, without prejudice to applications for SAAC calls (including Assistant Directors).
 
2.10 It will not be possible to request a transfer before a two (2) year period from date of appointment. On the lapse of a two (2) year period, appointees may only be transferred at own request to carry out duties elsewhere in the area of Procurement, subject to availability of vacancies and the exigencies of management.
 
2.11 The result will be valid for a period of two (2) years from the date of publication.
 
Duties
 
3. The duties of Manager I (Procurement) include:
i. Providing assistance throughout the public procurement cycle, including the preparation of   procurement documents and contracts;
ii. Assisting in the detailed monitoring and enforcement of Public Procurement procedures and ensuring that all procurement documents are in line with the applicable procedural and technical requirements, whilst ensuring confidentiality of sensitive procurement information at all times and ensuring compliance in such proceedings;
iii. Providing assistance in preparing all the necessary processes for the publication of the calls for tenders and suggest best procurement strategy to be used for the particular acquisition;
iv. Attending during Tender Opening Sessions and other pertinent assignments in order to ensure that all the stipulated regulations are adhered to;
v. Serving as Secretary in the evaluation boards;
vi. Preparing monthly status reports to enable the monitoring and enforcement of public procurement procedures;
vii. Operating IT Systems, including the e-procurement portal (ePPS), used for the management of calls for tenders and reporting of public procurement;
viii. Assisting the GPP and Green leader;
ix. Providing leadership to officers in charge of supplies, services and works;
x. Keeping abreast with new procurement regulations and policies;
xi. Monitoring that items received are as per specifications set out in relevant purchase orders so as to limit over/under ordering;
xii. Maintaining inventory levels in line with management’s dictate;
xiii. Ensuring that goods and supplies are received just-in-time through efficient procurement strategies across the supply chain in order to mitigate stock and low costs;
xiv. Ensuring that the necessary research has been carried out with regard to supplier and products so as to be in a position to select the best procurement strategy;
xv. Preventing, investigating and reporting inefficiencies or possible misconduct in the acquisition system and identifying any corrective action required;
xvi. Ensuring the timely processing of all purchase orders, schedule delivery dates and transportation methods;
xvii. Maintain the low stock out to a minimal level across all entities together with drawing up routine reports based on the value of expenditure and reasons for shortages;
xviii. Carrying out any other duties that may be assigned by the Head of Department, as well as by the Permanent Secretary of the Ministry for Home Affairs and National Security.
xix. Any other duties as directed by the Principal Permanent Secretary according to the exigencies of the Public Service.

Eligibility Requirements
 
4.1 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 Department of Citizenship and Expatriate Affairs within the Identity Malta Agency 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. Jobsplus should be consulted as necessary on this issue.
 
ii. able to communicate in the Maltese and English Language;
AND
iii. in possession of a recognised Bachelor’s qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Procurement or Business or Finance or a comparable professional qualification.
 
Public Officers applying for the post must be confirmed in their current appointment.
 
4.2 Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements. A Master’s qualification at MQF Level 7, or equivalent, must comprise a minimum of 60 ECTS/ECVET credits with regard to programmes commencing as from October 2008.
 
Moreover, candidates who have not yet formally obtained any of the qualifications as indicated in paragraph 4.1
(iii) will still be considered, provided that they submit evidence that they have obtained the qualifications in question, or successfully completed the necessary ECTS/ECVET credits, or equivalent, taken as part of a higher recognized MQF level program of study, as required in the afore-mentioned eligibility criteria, by the closing time and date of the call for applications.
 
4.3 Applicants must be of conduct which is appropriate to the post applied for (applicants who are already in the Malta Public Service must produce an updated Service and Leave Record Form (GP 47) issued not earlier than one (1) month from date of application; those applying from outside the Service must produce a Certificate of Conduct issued by the Police or other competent authority not earlier than one (1) month from the date of application and state whether they have ever been in Government Service, giving details).
 
4.4 Applicants must be eligible to take up their due appointment, in terms of 4.1 to 4.3 above, not only by the closing time and date of this call for applications but also on the date of appointment.
 
4.5 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 (see link below).
 
Submission of Supporting Documentation
 
5.1 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which are to be scanned and sent through the Recruitment Portal on https://recruitment.gov.mt.
 
5.2 Original certificates and/or testimonials are to be invariably produced for verification at the interview.
 
Selection  Procedure
 
6.1 Eligible applicants will be assessed by a Selection Board to determine their suitability for the post. The maximum mark for this selection process is 100% and the pass mark is 50%.
 
6.2 Due consideration will be given to applicants who, besides the requisites indicated in paragraphs 4.1 - 4.3, have proven relevant work experience.
 
Submission of Applications
 
7.1 Applications are to be submitted, for the attention of the Human Resources Section, Ministry for Home Affairs and National Security, through the Recruitment Portal only at the following address: https://recruitment.gov.mt .  Applications  are to  include  a  Curriculum Vitae  (which should  include  a   list of qualifications held  by  applicant),  and an updated  Service and  Leave  Record Form (GP47)  /  Certificate   of Conduct as applicable which have been issued not earlier than one (1) month from the date of application, in pdf format, which are to be uploaded through the Portal. The closing date of the receipt of applications is noon (Central European Time) of Friday, 29 November 2019. A computer-generated e-mail will be sent as an acknowledgement of  the  application.  Further  details  concerning  the  submission  of  applications  are  contained the general provisions referred to   below.
 
7.2 Applicants are granted up to two (2) working days after closing date or up to two (2) working days from date of notification, whichever is the later, to submit any incorrect or incomplete documents.
 
Other General Provisions
 
8. Other general provisions concerning this call for applications, with particular reference to:
 
     applicable benefits, conditions and rules/regulations;
     reasonable accommodation for registered persons with disability;
     submission of recognition statements in respect of qualifications;
     publication of the result;
     medical examination;
     the process for the submission of petitions concerning the result;
     access to application forms and related details;
    retention of documents;
 
may be viewed by accessing the website of the People & Standards Division at the address https://publicservice.gov.mt/en/people/Pages/PeopleResourcingandCompliance/FormsandTemplates.aspx     or may be obtained from the Human Resources Section, 201 Strait Street, Valletta . These general provisions are to be regarded as an integral part of this call for applications.
 
The website address and e-mail address of the receiving Department are www.homeaffairs.gov.mt  and recruitment.mhas@gov.mt .