Coordinator - Administration

Qualifications / Experience

Applicants should meet the following eligibility criteria:

1. Curriculum Vitae;

2. In possession of a recognised qualification pegged at MQF Level 6 (at least 180 ECTS) in Management/Administration or any other relevant qualification.
OR
In possession of a recognised qualification pegged at MQF level 5 in Management/Administration plus 2 years relevant work experience;

AND

3. Employment history issued by Jobsplus as a confirmation of experience.
4. Effective communication skills in both Maltese and English.

5. ECDL Qualification will be given priority

6. Valid police conduct (not older than six months).

7. Driving License.

Job Profile and Criteria

Accountability: The post holder shall be accountable to the Head Corporate Services or his/ her delegate.

Roles and Responsibilities:

The Coordinator - Administration is a key member of the Corporate Services Department, responsible for executing a variety of administrative and operational tasks to support the maintenance and smooth functioning of all FES centres. This role involves hands-on management of supplies, inventory and upkeep of centres as necessary. The Coordinator - Administration will have the following roles and responsibilities; however other related duties may be requested to be carried out by the CEO and/ or their delegate in line with the entity’s exigencies.

Duties include:

ADMINISTRATIVE AND LOGISTICAL SUPPORT

• Manage the allocation and distribution of stationery items and other consumables to all FES centres
• Ensure that any damaged or broken items within FES centres, offices and stores are properly disposed of and replaced
• Maintain and update the inventory system for all FES centres, offices and stores
• Responsible for the proper upkeep and organisation of all FES centres, offices and stores
• Handle and upkeep the maintenance records for all FES vehicles (including but not limited to VRT, services, insurance, license etc)
• Maintain accurate data and information pertaining to the upkeep of all FES centres, offices and stores
• Address emails received in the Corporate Services generic email addresses

MAINTENANCE

• Execute the day-to-day tasks for the upkeep of health and safety equipment across all FES centres and offices
• Ensure the proper upkeep and general maintenance of all FES centres, offices and stores
• Assist during refurbishment exercises and in the setup of new centres, offices and stores
• Conduct site visits to FES centres as the need arises

PROCUREMENT

• Issue quotations in line with procurement regulations
• Track deliveries, purchase orders, and invoices to ensure accuracy and timely processing
• Participate in tender evaluation meetings

GENERAL RESPONSIBILTIES

• Take minutes during meetings
• Participate during fairs and exhibitions organised by FES
• Oversee the daily tasks of the Administration Assistant providing guidance and support
• Establish and maintain effective working relationships with FES departments, Centre Co-ordinators and other stakeholders
• Assist in other administrative duties as the need arises
• Any other function as indicated by senior management

DEADLINE TO APPLY TUESDAY 10TH NOVEMBER 2026 AT NOON