Administration & Facilities Manager

Malta Financial Services Authority View all jobs

Malta Island
Permanent
Full-time

28 days ago

About the DepartmentThe Administration and Facilities Management function is responsible for overseeing the Authority’s building management services. These include managing the cleaning and security services, the centralised travel desk, hospitality and transport services, and running the reception. The function’s goal is to support MFSA staff by providing a safe and functional work environment. This is achieved through regular preventive maintenance and renovation/refurbishment projects. In addition, the function is also responsible for procuring goods and services in line with Public Procurement Regulations.About the RoleThe selected candidate will be responsible for the following tasks:

Oversee daily administrative and facilities operations to ensure effective and efficient service delivery across the organisation;
Coordinate preventive and corrective maintenance activities, ensuring timely execution and adherence to SLAs;
Manage relationships with internal stakeholders and external contractors for facilities services, equipment support, and procurement;
Develop, update, and maintain Policies, Standard Operating Procedures, and Desk Instruction Manuals related to Administration & Facilities;
Lead and supervise the Authority’s Admin Service Desks, including Reception, Travel, and Hospitality, ensuring high customer service standards;
Monitor and administer contracts and agreements for administrative and facilities services, ensuring governance, compliance, and timely deliverables;
Support planning, coordination and delivery of maintenance programmes, refurbishments, and other operational or large capital projects;
Maintain documentation, track project progress, and coordinate timely reporting, approvals, and communications;
Conduct market research, prepare operational requirements, and contribute to budgeting and procurement processes for supplies and facility-related services;
Assist in the implementation of workplace health and safety requirements and support physical security assessments in collaboration with internal units;
Manage inventory records, track costs, and support resource allocation for administrative and facilities operations;
Undertake any other duties as assigned by the Head and/or as may be required by the MFSA from time to time based on the exigencies of the Authority.

About youYou must possess a qualification at MQF Level 6 or equivalent qualification in Facilities Management, Business Administration, Operations Management, Engineering, Built Environment or Property Management or in a relevant field. Professional certifications in the field are advantageous. You must also possess a minimum of 7 years prior experience, preferably within the financial services sector or related fields.If you do not have the necessary academic qualifications and minimum years’ experience but you have at least 13 years of relevant experience, we would still be interested in speaking with you.Skills and competencies:

Strong organisational, planning, and multitasking abilities;
Excellent verbal and written communication skills;
Ability to interpret and work with technical documentation and service contracts;
Sound analytical and problem solving skills;
Ability to build productive relationships with internal and external stakeholders;
High level of discretion, professionalism, and attention to detail;
Proficiency with office productivity tools and facilities management systems.

Other Important InformationThe MFSA is an Equal Opportunities Employer as certified by the NCPE (National Commission for the Protection of Equality) and is committed to a policy of equal opportunity in all aspects of employment and will take care to avoid any form of discrimination in its recruitment procedures. The MFSA reserves the right to withdraw this call at any time and not to select any of the Candidates.It is the responsibility of applicants in possession of qualifications awarded by Universities and other similar institutions outside Malta to produce a recognition statement on comparability of qualifications issued by the Malta Qualifications Recognition Information Centre (MQRIC). Applicants should do so preferably at application stage or otherwise at the preliminary interview should an applicant be selected for such interview. Details can be obtained by accessing the National Commission for Further and Higher Education website on www.ncfhe.gov.mt under MQRIC heading.The MFSA shall ensure that any processing of personal data is in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation), the Data Protection Act (Chapter 586 of the Laws of Malta) and any other relevant European Union and national law. For further details, you may refer to the Data Protection Policy on the MFSA webpage www.mfsa.mt. Candidates are to note that the submission of any false statement/s or omission, even if unintended, may lead to the cancellation of their application and may render the candidate's appointment liable to termination.Furthermore, please note that candidates may be asked to submit any documentation in support of the information provided, including but not limited to, proof of qualifications and Police Conduct Certificates.Public Call Permit: 219/2026

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