Post/s of Project Support Officer

University of Malta

Msida, Malta Island
Permanent
Full-time

2 months ago

Call for ApplicationsPost/s of Project Support OfficerProject Support Team, Finance OfficeThe University of Malta is seeking to employ enthusiastic and highly motivated individuals who are willing to join the Project Support Team of the Finance Office at the University of Malta. The Project Support Officer/s will be required to specialise in budget preparation, financial planning, financial reporting, documentation management and administrative support to academics participating in externally funded research projects.Due to the increasing number of research grants, a number of posts are being offered, either on part time (minimum of 20 hours per week) or full time. Part-time appointments require that the individual works any time during the University's normal office hours.Qualifications and Experience

A Higher Education degree at Bachelor's level or equivalent, in a subject area relevant to the duties of the post
Candidates with a fully completed higher education degree (Bachelor's or higher) in another subject maybe considered, if they demonstrate high suitability and relevant experience for the post
Experience in administration and project management of local or European funded projects will be considered an asset; however, training will be provided

Skill-sets

Proficient use of MS excel is required
Good communication skills
Proficient in written and spoken English
Excellent Organization and Numeric skills

Salary and benefitsThe Project Support Officer/s will be remunerated in accordance with the University's salary structure for the Project Support Team. The successful candidate/s will also be offered a Continuous Professional Development allowance, a health insurance cover, study leave and other applicable benefits under the University of Malta's Course Fees policy.Application ProceduresCandidates must upload covering letter, curriculum vitae, certificates (certificates should be submitted preferably in English) outlining their experience and achievements in their current position and names and emails of three referees through this form: https://www.um.edu.mt/hrmd/workatum-generalApplications should be received by Wednesday, 6 March 2024.Late applications will not be considered.Further InformationThe Project Support Team (PSO) manages the administrative and financial tasks during the entire lifecycle of externally funded research projects awarded to the University of Malta. The Pre-Award team supports academics in the budgetary preparation of research project proposals. The Post-Award team currently manages over 400 active externally funded research projects having various areas of specialisation. The Project Support Officer/s will be responsible for the budgeting and financial co-ordination and administration of a portfolio of high value externally funded projectsFurther information:https://www.um.edu.mt/finance/projectsupportThe Project Support Officer/s shall report to the Deputy Director of the Project Support Team or an appointed delegate(s). His/her duties shall include:

Draft budgets for new project proposals and co-ordinate the collation of information for the review of such proposals prior to submission of application;
Ensure the smooth transition of projects from their acceptance at the pre-award phase to the commencement at the post-award phase;
Liaise with the project coordinator and other departments within the University on all matters relating to the project administration and expenditure, to ensure compliance with regulations of the funding bodies and UM policies;
Liaise with other project partners at local and/or international level on financial and administrative tasks of the projects
Carry out the necessary administrative and financial tasks in relation to the projects;
Maintain all the necessary documentation, including purchase documents and invoices, the upkeep of the project files in line with Programme Manual of Procedures and University policies;
Monitor and manage the disbursement of funds;
Check and process timesheets of staff working on the project
Check and process documentation representing project expenditure;
Ensure adherence to policies and procedures adopted by the University and/or specific funding programmes;
Prepare financial reports and any other project related reports as per programme regulations;
Liaise with external auditors and assist the project coordinator during project audits and on-the-spot checks;
Undertake any other tasks, which the Project Support Office may delegate to him or her, as may be required for the project to progress towards successful completion

The appointee is expected to work:

On a full-time basis/part-time basis, and will not be allowed to engage in any other gainful employment without the permission of the Council;
At such places and during such hours as may be determined by the University authorities.

The Selection Procedures

The evaluation of qualifications and experience claimed and supported by testimonials and / or certificates (copies to be included with the application)
Short-Listing of candidates
An invitation to short-listed candidates to a Selection Board interview

The Selection ProcessThe selection process will follow the document “Guidelines for Members of Selection Boards in the Recruitment of Administrative, Technical and Industrial Staff”(https://www.um.edu.mt/hrmd/policiesprocedures).In accordance with the guidelines, members of the Selection Board will establish the following selection criteria for the selection process:

Relevant academic qualifications
Relevant experience and skills
Aptitude and suitability
Performance during the interview

The appointment will be subject to a probationary period of one year and to the provisions of the Statutes, Regulations and Bye-Laws of the University of Malta which are now or which may hereafter be in force.Office of the UniversityMsida, 23 February 2024013_project support officer_2024

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