Call for Service

Support Coordinator (Strategy) at Arts Council Malta

Service Description

Working closely and under the supervision of the Director (Strategy) and Head (Strategy) at Arts Council Malta (ACM), the Support Coordinator will work closely with the Council’s Strategy Team in the administration of ACM’s Strategy portfolio.

Main Duties and Responsibilities

• Provide coordination and administrative support to the Strategy Unit, contributing to the effective delivery of ACM’s strategy programmes, initiatives, projects, and activities;

• Coordinate end-to-end administrative workflows for assigned strategy programmes, including programme administration, procurement of services, contracts, payments, and related documentation, in line with ACM policies and procedures;

• Monitor programme and project timelines by tracking documentation, processes, deadlines, and submissions; proactively follow up with internal and external stakeholders and flag risks, omissions, or delays to senior officers where necessary;

• Receive, acknowledge, process, and route strategy-related emails, correspondence, and enquiries in a professional, timely, and coordinated manner, acting as a first point of contact for routine administrative queries;

• Maintain accurate and up-to-date administrative records by scanning, uploading, saving, and archiving documentation in accordance with ACM procedures, including records related to procurement, contracts, invoices, payments, reporting, and fund disbursement;

• Compile, update, and maintain monitoring sheets, databases, checklists, and internal systems, exercising judgement to identify discrepancies, missing information, or compliance issues;

• Coordinate and prepare administrative documentation related to procurement requests, claims, reporting, remuneration sheets, applications, and payments, performing completeness and compliance checks prior to review or approval;

• Liaise and coordinate with Public Cultural Organisations (PCOs), internal departments, applicants, assessors, collaborators, service providers, and other stakeholders to support effective programme delivery and maintain positive working relationships;

• Assist in the preparation and coordination of correspondence, reports, summaries, briefings, and supporting documentation as required;

• Support the maintenance of strategy-related content on ACM’s website and assist in compiling content for communications, including traditional and social media, research outputs, reports, updates, speeches, events, and briefings;

• Ensure the confidentiality, security, and proper handling of all administrative and programme-related documentation in line with ACM policies and relevant legislation;

• Carry out any other coordination and administrative duties related to the Strategy Unit, including scheduling and organising meetings, preparing agendas and supporting documentation, and coordinating travel arrangements, as reasonably assigned by the Director (Strategy) and/or Head (Strategy).

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 Coordinator will perform. The job description may be reviewed regularly and may be changed in the light of experience and in consultation with the Support Coordinator.

The selected service provider will be required to work 40 hours a week, based at Arts Council Malta. They 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:

A Diploma qualification at MQF Level 5 (30 ECTS minimum), or an appropriate, recognised comparable qualification in Arts and/or Cultural Management, Creative Industries and/or Entrepreneurship, Business Management and/or Administration or relevant areas, plus one (1) year relevant work experience.

OR

A post-secondary qualification at MQF Level 4 (60 ECTS minimum) or an appropriate, recognised comparable qualification in Arts and/or Cultural Management, Creative Industries and/or Entrepreneurship, Business Management and/or Administration plus three (3) years relevant work experience.

Applicants holding foreign qualifications are required to produce a recognition statement by the Malta Qualifications Recognition Information Centre (MQRIC) within the Malta Further and Higher Education Authority (MFHEA), which is to be obtained by submitting an online application for the recognition of qualifications at https://services.mfhea.mt/CertificationApplication.aspx. Such statement should be attached to the application and the original presented at the interview.

AND must have the below-listed skillset:

• Excellent communication (oral and written) in Maltese and English;
• Knowledge of, and interest in, Malta’s cultural and arts sectors;
• Strong organisational and administrative abilities, with a high level of attention to detail;
• Sound strategic awareness and the ability to think in a structured, solution-oriented manner;
• Excellent interpersonal and customer service skills, with the ability to work effectively with a wide range of stakeholders;
• Ability to manage multiple tasks, work under pressure, and contribute effectively within a team environment;
• High level of motivation and willingness to learn and develop professionally;
• Demonstrated competence in the use of standard office software, including word processing, spreadsheets, databases, and other computer applications;
• Good understanding of basic financial calculations and administrative processing;
• Ability to work independently with minimal supervision.

Contract and Salary information

The selected candidate will be awarded a three (3) year Contract for Service, with the possibility to renew for a further period, depending on their performance.

Answerable to the Director (Strategy) and Head (Strategy) at Arts Council Malta and operating with flexible hours to meet the demands and requirements of the position, the chosen candidate will be required to work within the rules and regulations of the Malta Public Service.

The remuneration is of €29,000 (excluding VAT but including any other taxes or charges) per year for 40 hours per week.

In addition, for the duration of the contract, the Service Provider shall receive an end of year Performance Bonus up to a maximum of 10% at the discretion of the Director (Strategy).

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 certificates to [email protected]

Closing date for applications is 9th April 2026 at noon.

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