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Post of Senior Manager (Procurement)

Date: Feb 21, 2020
 
POST OF SENIOR MANAGER (PROCUREMENT) IN THE MINISTRY FOR HOME AFFAIRS, NATIONAL SECURITY AND LAW ENFORCEMENT

Nomenclatures denoting the male gender include also the female gender.


1. The Permanent Secretary, Ministry for Home Affairs, National Security and Law Enforcement invites applications for the post of Senior Manager (Procurement) in the Ministry for Home Affairs, National Security and Law Enforcement.


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 the Public Services to be eligible for confirmation of appointment.

2.3    The salary for the post of Senior Manager (Procurement) is Salary Scale 5, which in the year 2020 is
€28,326 per annum, rising by annual increments of €640.67 up to a maximum of €32,170.

2.4    The selected applicant shall also be entitled to an annual performance bonus of up to 15% of the basic salary subject to satisfactory performance and subject to Central Administration’s policies in force from time to time.

2.5    On being appointed, a successful candidate would be requested to renounce to any other application/s 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).

2.6    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 applicants for SAAC calls (including Assistant Directors)
2.7    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 Procurement, subject to availability of vacancies and the exigencies of management.

2.8    The result will be valid for a period of two (2) years from the date of publication.
 
Duties

3.    The duties of Senior Manager (Procurement) include:

i.    Manages and co-ordinates the entire procurement process (preparation and issuing of tenders, tender adjudication, award of tenders, procurement, delivery, storage and supply) for supplies, services and works; in accordance with Government and sector specific regulations and within budget;
ii.    Manages the delivery, storage and supply of such stock;
iii.    Liaise with senior officials within the Contracting Authority to identify the requirements and commence the tendering process accordingly;
iv.    Handles the tendering process transparently and efficiently;
v.    Develops procurement policies and procedures to facilitate a more transparent and efficient method of purchasing;
vi.    Reviews and implements policies and procedures in relation to procurement;
vii.    Provides advice to staff on the respective policies and processes;
viii.    Plans and organises the activities of the support team and manages the performance and development of staff;
ix.    Deal effectively with Economic Operators for the timely procurement and deliveries of supplies, services and works;
x.    Contributes commitment and effort, together with other Management staff, in obtaining and maintaining international recognized certification on standards;
xi.    Provides advice on operational matters and areas of procedural weakness to the Director or his representative;
xii.    Acts as a catalyst to introduce various changes related to the new Public Procurement Regulations;
xiii.    Laising and negotiating with staff internally (often at the most senior levels), and with people in external stakeholders;
xiv.    Managing professional, technical and administrative staff;
xv.    Managing the recruitment, selection, appraisal and development of staff;
xvi.    Overseeing the day-to-day management of the Contracting Authority, a specific unit or a service area;
xvii.    Implementing new policies and directives;
xviii.    Gathering and analysing data and using it to plan and manage both projects and systems;
xix.    Working towards ensuring quality and value for money for the Contracting Authority;
xx.    Extrapolating data for quality assurance and monitoring purposes;
xxi.    In liaison with Management sets budgets and maintains finances within budget;
xxii.    Planning and implementing strategic changes to improve service delivery;
xxiii.    Attending meetings, writing reports and delivering presentations to a variety of audiences;
xxiv.    Maintain good Governance and audits / statistical records;
xxv.    Sitting on committees and representing the views of the Contracting Authority;
xxvi.    Handling communications and corporate affairs;
xxvii.    Managing procurement process for contractual services and service level agreement;
xxviii.    Using data to manage information and financial data, and to analyse and measure performance;
xxix.    Supporting Information and Communication Technology (ICT) systems and planning new provisions and development, sometimes for major projects;
xxx.    Managing the efficient and effective implementation of the tasks assigned by aany of the Employer in accordance with applicable national and EU Procurement Regulations;
xxxi.    Liaise with line ministries and horizontal stakeholders, particularly, the Planning and Priorities Co- ordination Division, the Certifyiong Authority, the Auditing Authority, the Treasury as well as other relevant stakeholders such as other Contracting Authorities across Government with a view to developing a clear understanding and application of procurement procedures and processes;
xxxii.    Coordinating relevant matters with the various units / sections within the Department including those outside the Department;
xxxiii.    Coordinating issues dealing with the EU Public Procurement Directives;
xxxiv.    Providing leadership and guidance to Procurement Managers and other members of staff as part of the Department's Senior Management Team;
xxxv.    Ascertain that cash flow requirements is in line with budget vote and supply data to MFIN and other Central Authorities;
xxxvi.    Maintains accounts payables in line with the Late Payment Directive;
xxxvii.    Ensures that supplier is giving the government entity value for money in addition to the supply of product or service;
 
xxviii. Responsible for 'post-contract- management to ensure that supplier is honoring the terms of the contract and is giving value for money.
xxxix. Carrying out other duties as may be determined from time to time by the Director of his representative;
xl. Any other duties according to the exigencies of the Public Service as directed by the Principal Permanent Secretary.


Eligibility Requirements

4.1    By the closing time and date of this call for applications, applicants must be:

Public Officers, or Public Sector employees performing duties in the Malta Public Service, or RSSL employees, who are confirmed in their current appointment. Public Officers who are on loan/detailed with/deployed with/on attachment to Public Sector organisations may also apply.

AND
a.    in possession of a recognised Masters qualification at MQF Level 7 (subject to a minimum of 60 ECTS/ECVET credits or equivalent, with regard to programmes commencing as from October 2008), in Procurement or Finance or Business or comparable professional qualification.
AND
b.    with five (5) years’ management experience in Salary Scale 7 or comparable. Any other Managerial experience the employee may possess may be considered by the Administration, which experience must be duly sustained with relevant evidence.
4.2    Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.

Moreover, candidates who have not yet formally obtained any of the abovementioned qualifications as indicated  in paragraph 4.1(a) will still be considered, provided that they submit evidence that they have been approved for the award of the qualifications in question, or successfully completed the necessary ECTS/ECVETS credits, or equivalent, taken as part of a recognised higher MQF level programme of study, as required in the aforementioned eligibility criteria, by the closing time and date of the call for applications.

4.3    To determine the comparable level of responsibility of Public  Sector employees currently  performing duties in the Public Service and RSSL employees to the level of responsibility required of Public Officers applying for this position, the Selection Board should invariably and formally consult the Director/HR Manager responsible for the respective Public Sector entity.

The current arrangement, whereby Public Sector employees performing duties in the Public Service remain on the books of the respective entity, shall continue to apply in the case of Public Sector employees who are selected for the post, subject to the consent of the entity. RSSL employees selected for this post will have their employment with RSSL ipso facto terminated following the successful completion of the probationary period.

4.4    Applicants must be eligible to take up their due appointment, in terms of 4.1 and 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 (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 to 4.3, have proven relevant work experience.


Submission of Applications

7.    Applications are to be submitted, for the attention of the Human Resources Section, Ministry for Home Affiars, NAtional Security and Law Enforcement, through the Recruitment Portal only (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) which has been issued not earlier than one (1) month from the date of application, in PDF format, which are to be uploaded through the Portal. In the case of Public Sector employees performing duties in the Public Service and RSSL employees, these are to present their paid/unpaid Leave and Sick Leave records for the last four years, including any records of any disciplinary actions that may have been taken, in the absence of which, it will be understood that no disciplinary action was ever taken. In the case of Public Sector employees performing duties in the Public Service, they are also to produce confirmation from the DCS of the ministry where they are performing duties, that they are officially performing duties in such ministry. The closing date of the receipt of applications is noon (Central European Time) of Friday, 6th March 2020. A computer-generated email will be sent as an acknowledgement of the application. Further details concerning the submission of applications are contained in the general provisions referred to below.

7.1    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;
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    and    Standards    Division (https://publicservice.gov.mt/en/people/Pages/PeopleResourcingandCompliance/FormsandTemplate.aspx)    or     may be obtained from Human Resources Section, Ministry for Home Affairs, National Security and Law Enforcement, 201, Strait Street, Valletta. These general provisions are to be regarded as an integral part of this call for applications.

The website address, and email address of the receiving Ministry are www.homeaffairs.gov.mt and recruitment.mhse@gov.mt.


Kevin Mahoney Permanent Secretary
Ministry for Home Affairs, National Security and Law Enforcement