Assistant Manager (Human Resources)

Job Description 

Position: Assistant Manager (Human Resources)

Reports to the: Director Corporate Services

Position Summary

The Assistant Manager (Human Resources) within the Food Safety and Security Authority provides operational and administrative support in the management of human resources functions. The role focuses on compiling and maintaining HR data, supporting compliance with established policies and procedures, and assisting in HR planning, reporting and record-keeping systems aligned with the FSSA requirements. The position also contributes to resourcing processes, policy implementation, and coordination with internal stakeholders. The Assistant Manager ensures accurate information management and assists superiors in maintaining effective HR practices across the Authority while performing any other additional duties as required.

Key Responsibility

The Assistant Manager (Human Resources) supports the effective administration of human resources functions by maintaining accurate records, compiling HR data, and assisting with HR planning and reporting requirements. Ensure compliance with established policies and procedures through regular monitoring, documentation, and support in implementing corrective actions when necessary. 

Contribute to resourcing and operational HR activities, including updates to job descriptions, preparation of calls for publication, and coordination of information required by superiors.

Main Accountabilities & Responsibilities

• As an Assistant Manager within the Food Safety and Security Authority, the selected candidate is expected to carry out the following tasks:
• Compiles all requested information required for effective HR planning, data collation as directed by superiors;
• Maintains as guided the necessary filing systems in respect of all related Human Resources matters;
• Supports in the collations of data and human resource records by maintaining a filing and retrieval system and keeping past and current records, which is to be aligned to the DAKAR system as required;
• Supports as required, in overseeing that matters related to human resources policies, programmes and practices are compliant with FSSA policies;
• Assists in the regular compliance checks that ensure that established policies are being adhered to and supports with the compilation of reports on corrective measures required by superiors; 
• Contributes as necessary with respect to calls for publication which follow the respective templates and supports with monitoring the preparation of such calls;
• Disseminates information and updates on the public administration as required;
• Participates in the operational functions in relation to resourcing mainly in the updating of information related to job descriptions for all posts/positions;
• Carrying out any other duties as assigned by superiors from time to time;
• Performs any other duties as directed by the Director for Corporate Services or Chief Executive Officer.

Eligibility Requirements

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

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’; or

f. in possession of a residence document issued in terms of the “Residence Status of United Kingdom Nationals and their Family Members in Malta in accordance with the Agreement on the Withdrawal of the United Kingdom and Northern Ireland from the European Union and the European Atomic Energy Community Regulations”.

The advice of the Citizenship Unit within Community Malta Agency and the Expatriates Unit within Identita`Agency should be sought as necessary in the interpretation of the above provisions.

AND

• Previous/ Current experience in a similar position.

AND

• able to communicate in the Maltese and English languages in order to sufficiently and adequately carry out the duties applied for

AND

• in possession of a recognised qualification at MQF Level 4 (subject to a minimum of 120 ECTS credits, or equivalent) in relevant areas as determined by Management ; or
• in possession of a recognised Diploma at MQF Level 5 (subject to a minimum of 60 ECTS credits, or equivalent) in relevant areas as determined by Management; or
• in possession of two (2) subjects at Advanced Level and three (3) subjects at Intermediate Matriculation Level or a recognised pertinent comparable qualification; or
• in possession of three (3) subjects at Advanced Level.

Terms and Conditions

a. This appointment is subject to a probation/trial period of six (6) months.

b. The salary for the post of Assistant Manager for those applicants entering into the grade in possession of a recognised qualification at MQF Level 4 (subject to a minimum of 120 ECTS credits or equivalent or in possession of two (2) subjects at Advanced Level and three (3) subjects at Intermediate Matriculation Level or a recognised pertinent comparable qualification or in possession of three (3) subjects at Advanced Level is Salary Scale 12, which in the year 2026 is equivalent to €23,816.00 per annum, rising by annual increments of €354.00 up to a maximum of €25,940.00.

c. An Assistant Manager in Salary Scale 12 will progress to Scale 11, which in the year 2026 is equivalent to €25,435.00 per annum, rising by annual increments of €375.17 up to a maximum of €27,686.02, on attainment of the MQF Level 5 Diploma

d. An Assistant Manager who satisfies the eligibility provision of being in possession of a recognised qualification at MQF Level 5 (subject to a minimum of 60 ECTS credits, or equivalent*) will be placed in Salary Scale 11, and will progress to Scale 10 (€27,055.98 x €407.67 - €29,502.00 in 2026) on completion of three (3) years service as Assistant Manager in Salary Scale 11, subject to satisfactory performance.

e. Appointees will also be entitled to the payment of an annual class allowance of €500, subject to Central Administration & policies in force from time to time.

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

g. Selected candidates must be of conduct which is appropriate to the post/position applied for. Prior to appointment, selected candidates must produce a Certificate of Conduct issued by the Criminal Records Office or other competent authority not earlier than six (6) months from the closing date of this call for applications, which should be submitted by the selected candidate within one (1) week from the date of the notification of appointment.

Key Competencies

• Problem-solving
• Confidentiality
• Planning and Organising
• Problem-solving
• Adaptability

Skills Required

• Exceptional organisational and time-management skills
• Data Management and Record Keeping
• High attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to work independently and proactively
• Discretion and confidentiality are essential

Submission of applications

• Applications are to include an up-to-date detailed Curriculum Vitae (CV) and a true copy of the relevant qualification certificates. 
• The closing date of the receipt of applications is 30/7/26 at 12.00hrs (Central European Time). An email will be sent as an acknowledgement of the application.
• Incomplete and/or late applications will not be considered. Applicants who are deemed ineligible in terms of this call will be informed accordingly.
• Applicants are reminded that it is their responsibility to ensure the completeness and correct details of their application, as well as the submission of all required documentation strictly within the deadline of this call.

Selection procedure

• Eligible applicants, will be assessed by a selection board based on a set of selection criteria to determine their suitability for the post.
• All applicants will be duly informed of the outcome of the selection process once the position has been filled.