Procurement & Tenders Officer

About Our Client

Our Client plays an important role in supporting the responsible development and use of emerging technologies in Malta.  The organisation works to strengthen confidence in emerging technologies through dependable, transparent and high-quality services.

Role Overview

The Procurement & Tenders Officer will take an active role in managing the organisation's procurement activities, with particular responsibility for public purchasing procedures and their associated administrative and regulatory requirements. Reporting to senior management within Operations, the successful candidate will coordinate procurement exercises from preparation through to contracting, while ensuring that processes are properly documented and conducted in line with applicable requirements.

The position requires a strong understanding of public procurement, careful attention to detail and the ability to work effectively with internal teams, suppliers, service providers and other stakeholders. The role may also involve participation in meetings locally and overseas when required.

Key Responsibilities

• Procurement Administration: Coordinate public procurement exercises, including the preparation of tender documentation and the completion of the necessary activities through the electronic public procurement platform.

• Procurement Systems: Manage the organisation's internal procurement processes and systems, ensuring records and supporting documentation are accurate and appropriately maintained.

• Documentation Review: Examine tender and procurement documentation carefully to identify inconsistencies, missing information or compliance issues before progressing with procurement activities.

• Tender Support: Assist with queries arising throughout tendering and evaluation stages and contribute to tender opening procedures and related administrative requirements.

• Evaluation Process: Coordinate the review of reports prepared following tender evaluations, ensuring the relevant information and supporting documentation are complete and properly presented.

• Contract Documentation: Prepare, coordinate and support the completion of agreements and other formal documentation arising from procurement exercises.

• Procurement Reporting: Produce periodic reports and maintain appropriate records to support oversight of procurement activity and adherence to established procedures.

• Electronic Procurement: Use the relevant public e-procurement platform to administer procurement calls and support the preparation of procurement-related reporting.

• Policies and Procedures: Contribute to the creation, introduction and ongoing review of procurement policies, operational guidance and internal procedures.

• Regulatory Compliance: Oversee procurement and purchasing activities to ensure that they are carried out in accordance with applicable public procurement and financial requirements.

• Supplier and Product Assessment: Carry out appropriate market, supplier and product research to support informed purchasing decisions and determine suitable procurement approaches.

• Value and Quality: Support purchasing decisions that achieve appropriate value while ensuring that goods and services meet the organisation's operational requirements.

• Order Verification: Confirm that goods received correspond with the requirements and specifications established through the relevant purchasing documentation.

• Stakeholder Coordination: Maintain effective working relationships with internal departments, external organisations, economic operators and service providers.

• Governance Support: Contribute to the development and monitoring of internal practices and provide recommendations to senior Operations management where appropriate.

• Additional Duties: Undertake other reasonable responsibilities connected with the function as assigned by the relevant senior management representative.

Qualifications, Skills and Attributes

• Education: Applicants should hold either a recognised Master's degree at MQF Level 7 in Procurement, Finance, Business, Management or another relevant discipline, together with at least one year of relevant public procurement experience; or a recognised Bachelor's degree at MQF Level 6, in one of these areas, supported by at least three years of relevant public procurement experience. Candidates without these academic qualifications may also be considered where they have a minimum of ten years of relevant senior managerial or public procurement experience together with appropriate public procurement certifications. Applicants awaiting final results and expected to graduate during the probationary period may also be eligible.

• Experience: Relevant professional exposure to public procurement is required, with the minimum level depending on the candidate's academic qualifications.

• Eligibility: Applicants must satisfy the applicable employment eligibility requirements outlined for the position, including the relevant provisions covering Maltese and EU citizens, qualifying family members, eligible long-term residents and other persons holding an applicable residence status. Where required by law, the appropriate employment authorisation must be obtained.

• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.

• Communication Skills: Strong written and verbal communication skills, with the ability to explain procurement matters clearly and engage professionally with internal and external stakeholders.

• Interpersonal Skills: A cooperative and professional approach, with the ability to build productive relationships, exchange information effectively and contribute positively when working with different teams and external parties.

• Technical Skills: Sound knowledge of public procurement practices, tendering processes, procurement documentation and electronic procurement systems, together with an understanding of the regulatory requirements governing purchasing activities.

• Organisation: Excellent attention to detail and the ability to coordinate several procurement activities simultaneously while maintaining accurate documentation and meeting procedural requirements.

• Self-Motivated: A proactive approach to professional development, with a willingness to keep knowledge current and adapt to developments affecting procurement, regulation and the wider digital environment.

• Problem-Solving: Strong judgement and analytical ability, with the flexibility to identify emerging issues, assess available options and contribute to practical and timely solutions.

• Professional Standards: A strong commitment to quality, integrity, accountability and dependable delivery, with the ability to maintain professional standards when supporting both internal and external stakeholders.

• Police Conduct: Candidates must have a clean police conduct.

What's on Offer

• Compensation: A competitive remuneration package, together with applicable allowances and performance-related benefits.

• Working Hours: The role follows the organisation's established working arrangements and supports a positive balance between professional and personal commitments. Attendance beyond standard office hours may occasionally be necessary, and overseas duties may arise according to operational requirements.

• Allowances: The package includes transport and fuel, expense and communication allowances.

• Performance Bonus: Employees may benefit from a performance-related bonus in accordance with the organisation's applicable arrangements.

• Continuous Professional Development: Strong emphasis is placed on ongoing learning, with support for further studies and access to professional training opportunities in Malta and internationally.

• Work-Life Balance: The Client promotes policies and working practices designed to support employees across different personal and professional circumstances.

• Inclusive Workplace: Join an organisation that places importance on equal opportunities, professional HR practices and an inclusive working environment.

• Career Development: Opportunities for professional growth and advancement within a forward-looking organisation.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.

• CV Review: Receive candid & constructive feedback to enhance your CV.

• Interview Planning: Get personalised prep sessions prior to your interviews.

• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.

• Long Term: Gain insights into the role and company for a long-term, stable career move.

• Exclusive Opportunities: Access a broader range of job opportunities.

• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.

• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.

• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.

• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.

• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.

• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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