Call for Service: Administration Executive and Assistant to the Artistic Director – Teatru Malta

03.11.23

We are seeking to engage an experienced and enthusiastic Administration Executive and Assistant to the Artistic Director for 30 hours a week, to support the Teatru Malta team by organising, and maintaining the day-to-day running of the office and Teatru Malta whilst overseeing financial and administrative operations of Teatru Malta.

The selected candiate reports to the Artistic Director (Teatru Malta) & Director for Administration (NAPA).

General responsibilities:

To support the day-to-day runnings of the office within Teatru Malta as needed by the Artistic Director & General Manager
To maintain Teatru Malta’s office upkeep and stationery
To monitor the Artistic Director email and responding if required
To prepare communications on behalf of the Artistic Director & General Manager
To act as a rapporteur in meetings
To manage the AD’s calendar and Teatru Malta’s general calendar
To coordinate and schedule meeting bookings in direct collaboration with team
To oversee and coordinate Teatru Malta telecommunications between shareholders, suppliers, and the team
To organise travel and itineraries for the team within government procurement regulations
To conduct or prepare any research that the Artistic Director & General Manager may require
To draft, prepare and process calls for public procurement for the purposes of the delivery of the artistic programme of Teatru Malta as directed by the Head of Productions, coordinating the evaluation and reporting processes that may apply
To monitor and adhere to the Public Procurement procedures
To maintain records for invoices and payments by the finance department at NAPA
Assist when required with preparing invoices for payments;
Assist with the signing and processing of Teatru Malta invoices;
To coordinate and liaise with other administrative staff within Teatru Malta and NAPA ensure that procurement, invoices and contracts are going through the appropriate cycles efficiently according to regulations
To continually update financial and procurement records, using the provided templates for reporting and auditing purposes
To identify inefficiencies or possible misconduct in the finance and procurement system and suggests corrective action required
To act as an advocate for the entity and ensure that good relations are kept with all partners and collaborators, and
To carry out any other duties as directed by the Artistic Director (Teatru Malta) or Director for Administration ( NAPA).

Skills and competences:

Candidates must be in possession of a recognised and relevant PostgraduateMaster degree MQF Level 7 in Communications, Business Management, Management, Theatre Studies, Art or in a related subject and/or A minimum of 4 years’ experience in management/ administration.
Knowledge of the theatre sector, creative industries and the creative economy, in the wider European/Mediterranean context. Local knowledge would be considered an asset.
Ability to manage a matrix environment, collaborate across multiple departments and influence all levels within the organisation.
Ability to establish and maintain positive relationships with a variety of collaborators and stakeholders.
Ability to communicate effectively with excellent listening and interpersonal skills, preferably in Maltese and English.

Computer Literacy:

Verbal and written articulacy in Maltese and English
Professional discretion
Efficiency and a proven track record of delivering according to deadlines
Strong organisational skills

Contract
Type of contract: Service contract for 1 year (renewable)
Conditions: Flexible to provide his/her/their services on weekends and evenings, based on mutual agreement with the Artistic Director & General Manager.

Applications
Applications supported by the necessary documentation, a covering letter, and a detailed Curriculum Vitae are to reach contact@teatrumalta.org.mt by no later than the 3rd of November 2023, noon.

Applicants must have a valid VAT registration number. The selected service provider will be responsible for all the relevant taxation and social security contributions according to the national legislation.

Eligible applicants will be asked to sit for a selection interview.