Call for Operations and IT Coordinator

Call for applications to perform duties as Operations and IT Coordinator at the Valletta Cultural Agency (VCA)

Nomenclatures denoting the male gender also include the female gender

The services of an Operations and IT Coordinator are required at the VCA, starting from October 2023, with an average of 40 hours of service per week.

The successful candidate shall enter into a Contract for Service for a period of 12 (twelve) months. The service shall be remunerated at €14 (excluding VAT) per hour, with an average of 40 hours per week of required service.  The total contract value will not exceed €29,120.00 (excluding VAT) over one year. Any other taxes or charges shall be borne by the successful candidate.

1. The Valletta Cultural Agency

 The VCA is a Government entity that sustains and strengthens the Capital City’s vibrant cultural life through the creation of an annual programme of creative events developed in collaboration with artists and other Public Cultural Organisations. A legacy of the Valletta 2018 Foundation, the VCA also upholds standards of excellence in the coordination and organisation of cultural events in the city, while encouraging access and participation by a diverse audience.

2. Services Required

The Operations and IT Coordinator will form part of the Operations Department of the VCA and will be working under the supervision of the Head of Operations and the Chief Executive Officer.  The main duties of the Operations and IT Coordinator are:

• Liaising with MITA to create new accounts, deleting accounts and modifying user rights as required by the employees of the VCA;
• Keeping a track record of the accounts created for the VCA to identify, modify and lock any accounts that are no longer in use;
• Administer local and/or EU databases pertaining to the Valletta Cultural Agency;
• Serving as the first line of support for troubleshooting any of the problems reported and as necessary escalate the issue to the owner of the operational system, third-Party or supplier as applicable;
• Carrying out as required systems analysis evaluation and identifying the operational requirements, in particular:
• Assisting users in issuing the necessary reports for the daily operations and other ad hoc reports that may be required;
• Monitoring supplier contractual obligations;
• Ensuring adherence to management policies and decisions in relations to Operations;
• Collating and compiling necessary information;
• Carrying out any necessary procurement in line with the Public Procurement Regulations;
• Implement insurance coverage and its requirements;
• Maintaining health and safety and quality management requirements;
• Collating and updating of inventory of the Valletta Cultural Agency as required;
• Carry out Reception duties when necessary;
• Carrying out any other duties as directed by the CEO or her representative according to the exigencies of the Valletta Cultural Agency.

The Operations and IT Coordinator will be required to work as follows:

• From 08:00 hours to 13:45 hours from Monday to Friday excluding Public / National Holidays, during the summer period. The summer period does not include any break however if a minimum 15-minute break is requested by the Service Provider, this shall be deducted from the hours of service rendered by the Service Provider.
• From 08:00 hours to 17:30 hours from Monday to Friday excluding Public / National Holidays, during the winter period. The winter period includes a daily 45-minute break which is deductible from the hours of service rendered by the Service Provider.
• Additional hours of service may be requested by the Valletta Cultural Agency in accordance with the exigencies of work.

Payment shall be affected in accordance with the hours of service rendered (excluding any breaks of temporary absence) following the submission of a monthly timesheet outlining the daily hours of service rendered and a detailed fiscal invoice.

3. Qualifications and Experience Required

Bachelor’s qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent*) in a subject related to ICT/Management/ Administration or a related comparable qualification, plus one (1) year proven relevant work experience.

or

Diploma qualification at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent*) in ICT/ Management/ Administration  or a comparable professional qualification, plus three (3) years proven relevant work experience.

Knowledge and work experience related to ICT will be considered an asset.

Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application or sent separately to the Head of HR Management at Valletta Cultural Agency, Exchange Buildings, Republic Street, Valletta or by email on hr@vca.gov.mt by not later than the closing date and time.

Original certificates and/or testimonials are to be invariably produced for verification at the interview.

4. Applications

Interested applicants are required to send a motivation letter addressed to the Chief Executive Officer, together with a CV and copies of certificates.  These documents are to be sent by email on: hr.vca@vca.gov.mt by not later than noon (Central European Time) of 25^th September 2023. Late applications will not be considered.

Eligible applicants will be asked to sit for an interview which will be conducted by a Selection Board to assess their suitability to carry out the duties mentioned above.  The interview may take place over the internet.

The final selection shall be made on technical merit. It will be based on an analysis of the submitted documentation in line with the requirements of this call, and on the outcome of the interview.