Support Administrator (Funding) at Arts Council Malta
Service Description
Arts Council Malta is seeking to engage the services of an individual as Support Administrator to work closely with the Council’s Funding Team. The Support Administrator will assist the Director (Funding) and Head (Funding) in the administration of ACM’s Funding portfolio.
Main Duties and Responsibilities
- To assist Funding team through administrative tasks, which include receiving and acknowledging emails;
- To scan and save and file documents in the drive;
- To regularly update files and drive with all necessary documentation ;
- To maintain files and drive in an organized manner and available when requested;
- To assist the Head of Funding in the result notification process, in the preparation of notification letters, the preparation of feedback forms and the preparation of requests for procurement;
- To regularly update the monitoring sheet and the system with the necessary updates;
- To screen final reports and ensure compliance with the guidelines and regulations;
- To act as an advocate for the entity and ensure that good relations are kept with all partners and collaborators;
- To ensure telephone calls and emails are answered promptly and logged appropriately;
- To ensure customers, suppliers and stakeholders contacting the Arts Council Malta with matters relating to Funding are dealt with professionally and effectively;
- Liaise with other departments as required;
- To ensure the confidentiality, accessibility, and security of all documentation;
- To assist, compile, review and verify claims from Line Items and other reporting;
- To assist in any other duties as needed by the Director (Funding) and Senior Management.
- To carry out any other duties as assigned from time to time.
Other Duties as Assigned
This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the Support Administrator will perform. The job description may be reviewed regularly and may be changed in the light of experience and in consultation with the Support Administrator.
The selected service provider will be required to work 40 hours a week, based at Arts Council Malta. S/he will have flexible working hours and will be able to provide services during unscheduled or at unusual times as required by the exigencies of the work.
Qualifications, Skills and Experience Required
By the time of application, the candidate must be in possession of the below qualifications and experience as a minimum:
- School leaving certificate
- English O’level
- Maltese O’level
- Maths O’level
- Fluent in Maltese and English
- General awareness of office procedures
- Strong organisational and administrative skills and attention to detail
- Excellent interpersonal skills and customer service skills
- Ability to work under pressure and multi-task, using a team approach to solve problems when appropriate
- A willingness to learn and expand his/her knowledge
- Ability to work autonomously with little or no supervision
Contract and Salary information
The selected candidates will be awarded a three (3) year Contract for Service, with the possibility to renew for a further period, depending on his/her performance.
Answerable to the Director (Funding) and Head (Funding) at Arts Council Malta and operating with flexible hours to meet the demands and requirements of the positions, the chosen candidate will be required to work within the rules and regulations of the Malta Public Service.
The remuneration is of EUR25,000 (excluding VAT but including any other taxes or charges) per year for 40 hours per week.
Payment will be processed monthly by Arts Council Malta on receipt of an invoice with a valid VAT number.
Eligibility
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”.
(f) persons 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 Department of Citizenship and Expatriate Affairs within the Identity Malta Agency should be sought as necessary in the interpretation of the above provisions.
The appointment of candidates referred to at (b), (c), (d), (e) and (f) above would necessitate the issue of an employment licence in so far as this is required by the Immigration Act and subsidiary legislation. Jobsplus should be consulted as necessary on this issue.
How to apply
Interested applicants are required to send a motivation letter together with a CV and copies of the certificates to: [email protected]
Closing date for applications is Friday 20th February 2026 at noon.
Eligible applicants will be asked to sit for a selection interview.