Ministry for Justice, Equality and Governance
Post of Assistant Manager (Project Management) in the Ministry for Justice, Equality and Governance
Nomenclatures denoting the male gender include also the female gender.
1. The Permanent Secretary, Ministry for Justice, Equality and Governance, invites applications for the post of Assistant Manager (Project Management) in the Ministry for Justice, Equality and Governance.
Terms and Conditions
2.1 This appointment is subject to a probationary period of six (6) months.
2.2 During the probationary/trial period, appointees must successfully complete appropriate induction programmes organised by the Institute for the Public Services to be eligible for confirmation of appointment.
2.3 The salary for the post of Assistant Manager (Project Management) for those applicants entering into the grade under the eligibility provisions of paragraph 4.1 (iii) (a) or (iii) (c) is Salary Scale 12, which in the year 2021 is equivalent to €18,724 per annum, rising by annual increments of €354 up to a maximum of €20,848.
2.4 An Assistant Manager in Salary Scale 12 will progress to Salary Scale 11, which in the year 2021 is equivalent to €19,974 per annum, rising by annual increments of €375.17 up to a maximum of €22,225, on attainment of the MQF Level 5 Diploma referred to in paragraph 4.1 (iii) (b), in not more than two (2) years from the date of appointment, failure of which, appointment would be relinquished.
2.5 An Assistant Manager who satisfies the eligibility provision of paragraph 4.1 (iii) (b) will be placed in Salary Scale 11, which will progress to Salary Scale 10, which in the year 2021 is equivalent to €21,267 per annum, rising by annual increments of €407.67, up to a maximum of €23,713 on completion of three (3) years service as Assistant Manager in Salary Scale 11, subject to satisfactory performance.
2.6 Accepting appointment in this grade signifies that any pending applications within the Public Service are automatically considered renounced unless the latter are applications for SAAC positions or applications for a definite position when the officer concerned holds an indefinite appointment.
2.7 Lateral applications by Public Officers who already hold an appointment in the same grade being advertised are allowed only if the area of specialisation of the vacancy is different to the one held by the applicant and requires a specific related qualification as an eligibility requirement, which the applicant must satisfy.
a. Appointees within the Managerial/Officer/Practitioners streams must have served in their current post, and are to serve in this post, for a minimum of two (2) years before applying laterally. This is not applicable for promotion purposes, subject to the pertinent eligibility criteria.
b. All other officers must be confirmed in appointment, and if appointed are to serve in this post for a minimum of two (2) years, before applying laterally. The latter condition is not applicable for promotion purposes.
2.8 It will not be possible to request a transfer before a two (2) year period from date of appointment. On the lapse of a two (2) year period, appointees may only be transferred at own request to carry out duties elsewhere in Project Management, in accordance with established vacancies.
2.9 The result will be valid for a period of two (2) years from the date of publication.
2.10 Selected candidates will be required to work on a roster basis during weekends and public holidays, and to also serve the general public on a roster basis. Officers will be required to work 40 hours weekly.
3. The job duties for the post of Assistant Manager (Project Management) include:
i. Assists in the overall management and execution of projects undertaken and/or services provided by the respective department, whether to internal or external clients;
ii. Develops work plans, including timelines and targets of the projects undertaken by the Department and ensures maximum efficiency in their execution and/or services provided to required quality standards;
iii. Ensures efficient communication with all relevant stakeholders and with project leaders, prepares required documents, coordinates and participates in regular meetings as and when required whether in Malta or abroad;
iv. Co-ordinates and executes daily administrative and/or paralegal tasks including the gathering of information from competent bodies;
v. Assists in the compilation of monthly reports related to the implementation of projects and ensures that their implementation are according to set schedules;
vi. Co-ordinates and assigns workload to be carried out by officers under his/her supervision, prepares their work shifts and compiles their working hours and due payments;
vii. Organises filing and maintains documentation regarding all undergoing projects and/or services provided to internal and/or external clients;
viii. Keeps up to date with what is happening with the European Union, Council of Europe and other International Organisations in the area of the Department;
ix. Keeps him/herself involved in the work of the Department or any other delegated office, and plays an active role as a team member;
x. Maintains an up-to-date library and catalogue of important projects related to the Department, maintains databases as necessary and ensures that digitised documents are up to standard;
xi. Assists in the inventory, procurement, travel arrangements and related needs and requirements of the respective Department in coordination with the senior management of the respective Department and in liaison with the Corporate Services Directorate as required;
xii. Attends to personal and/or electronic requests and answers any queries related to the electronic ordering forms;
xiii. Undertakes any other tasks, which the superior may delegate to him /her, as may be required;
xiv. Any other duties as directed by the Principal Permanent Secretary.
4.1 By the closing time and date of this call for applications, applicants must be:
i. 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; or
f. 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) and (e) 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.
ii. proficient in the Maltese and English languages;
iii. a. in possession of a recognised qualification (MQF Level 4) in Project Management, or Management Studies, or European Studies, or Business Administration, or Accountancy, or Creativity and Innovation, or Quality Assurance Management, or Law, or Marketing, or Communications, or Economics, or Sociology, or Computing, or a recognised comparable professional qualification at MQF Level 4 in Accountancy;
b. in possession of a recognised professional Diploma at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent*) in Project Management, or Management Studies, or European Studies, or Business Administration, or Accountancy, or Creativity and Innovation, or Quality Assurance Management, or Law, or Marketing, or Communications, or Economics, or Sociology, or Computing, or a recognised comparable professional qualification at MQF Level 5 in Accountancy;
c. in possession of two (2) subjects at Advanced level (one of which must include a pass in Accountancy, or Marketing, or Economics, or Sociology, or Computing) and three (3) subjects at Intermediate Matriculation Level (one of which must include a pass in Economics, or Marketing, or Sociology, or Computing) or a recognised comparable professional qualification.
*In the absence of documentary evidence as to the ECTS/ECVET credits or other system of measuring the course content, the selection board is to evaluate the submitted programme of study and determine that it is comparable to 60 ECTS/ECVET credits. The advice of the MQRIC may be sought.
iv. Public Officers applying for this post must be confirmed in their current appointment.
Successful candidates who are in possession of a recognised MQF Level 4, (qualification or two subjects at Advanced level and three subjects at Intermediate Matriculation Level, or a recognised comparable qualification) in the areas highlighted in 4.1 (iii) (a) or (c), shall enter as Assistant Manager (Salary Scale 12). On appointment, appointees will bind themselves to successfully complete a recognised Diploma in a related area at MQF Level 5, in not more than two (2) years, to progress to Salary Scale 11, failure of which they would relinquish their appointment. Upon possession of a relevant MQF Level 5 as indicated in paragraph 4.1 (iii) (b) in related areas, such officers shall progress to Assistant Manager (Salary Scale 11). All other progressions shall be in accordance with the provisions enshrined in the document entitled 'Working Conditions for Officers within the Managerial Stream for Qualified Personnel'.
4.2 Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.
Moreover, candidates who have not yet formally obtained any of the qualifications as indicated in paragraph 4.1 (iii) (a) to 4.1 (iii) (c) will still be considered, provided that they submit evidence that they have obtained the qualifications in question, or successfully completed the necessary ECTS/ECVET credits, or equivalent, taken as part of a higher recognised MQF level programme of study, as required in the afore-mentioned eligibility criteria, by the closing time and date of the call for applications.
4.3 Furthermore, candidates who have not yet formally obtained the qualification specified in paragraph 4.1(iii) (a) to 4.1 (iii) (c) or else as indicated in paragraph 4.2 will still be considered provided that they submit evidence that they are in the final phase of their course leading to such qualification. Appointees must have obtained or be approved for the award of such qualification by the 31st October, 2021. If the stipulated deadline for the attainment of such qualification is not met, the appointment will be, ipso facto, automatically terminated.
(a) The probation period and progress entitlement (as the case may be) start to count from date of appointment.
(b) Appointees will not benefit from any allowances until attainment of, or are approved for the indicated qualifications referred to in clauses 4.1 (iii) (a) to 4.1 (iii) (c) and 4.2.
4.4 Applicants must be of conduct which is appropriate to the post applied for. In the case of applicants who are already in the Malta Public Service the GP47 is to be requested by the HR unit of the ministry/department issuing the call for applications from the Director responsible for HR where applicants are serving; while those applying from outside the Public Service must produce a Certificate of Conduct issued by the Police or other competent authority not earlier than one (1) month from the date of application and state whether they have ever been in Government Service, giving details.
4.5 Applicants must be eligible to take up their due appointment, in terms of 4.1 to 4.4 above, not only by the closing time and date of this call for applications but also on the date of appointment.
4.6 Applicants are obliged to immediately inform the Selection Board (if result has not yet been published, in which case the application should be withdrawn by the applicant) or the HR Unit within the issuing ministry/department (if result has been published) upon any change in the status of their appointment from the date of submission of their application until the closing date, or upon being called for appointment as a result, of this call for application, as the case may be. Non-observance of this instruction may lead to disciplinary action. On its part, as the start of the interview, the Selection Board will request the candidate to declare any changes in status of his/her current appointment from the date of submission of application.
4.7 Prospective applicants should note the requirement to produce MQRIC recognition statements in respect of their qualifications from MQRIC, or other designated authorities, as applicable, as per provisions applicable to this call for applications (see link below).
Submission of Supporting Documentation
5.1 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which are to be scanned and sent through the Recruitment Portal (https://recruitment.gov.mt).
5.2 Original certificates and/or testimonials are to be invariably produced for verification at the interview.
6.1 Eligible applicants will be assessed by a selection board to determine their suitability for the post. The maximum mark for this selection process is 100% and the pass mark is 50%.
6.2 Due consideration will be given to applicants who, besides the requisites indicated in paragraphs 4.1 to 4.5, have proven relevant work experience.
Submission of Applications
7.1 Applications are to be submitted, for the attention of the Director Corporate Services, Ministry for Justice, Equality and Governance, through the Recruitment Portal only (https://recruitment.gov.mt). Applications are to include a Curriculum Vitae (which should include a list of qualifications held by applicant). Those applying from outside the Public Service must produce a Certificate of Conduct which has been issued not earlier than one (1) month from the date of application, in PDF format, which are to be uploaded through the portal. The closing date for the receipt of applications is 5.15 p.m. (Central European Time) of Friday, 23rd April, 2021. A computer-generated email will be sent as an acknowledgement of the application. Further details concerning the submission of applications are contained in the general provisions referred to below.
7.2 It is the responsibility of the applicants not to leave until the last thirty (30) minutes for submission of their application.
7.3 Applications which are received after closing date and time (i.e. late applications) are not allowed.
7.4 Applicants are granted up to two (2) working days after closing date or up to two (2) working days from date of notification, whichever is the latter, to submit any incorrect or incomplete or missing documents.
Other General Provisions
8. Other general provisions concerning this call for applications, with particular reference to:
applicable benefits, conditions and rules/regulations;
reasonable accommodation for registered persons with disability;
submission of recognition statements in respect of qualifications;
publication of the result;
the process for the submission of petitions concerning the result;
access to application forms and related details;
retention of documents,
may be viewed by accessing the website of the People and Standards Division (https://recruitmentintra.gov.mt/generalprovisions/GeneralProvisionsEN.pdf) or may be obtained from the Corporate Services Directorate, Ministry for Justice, Equality and Governance, Spinola Palace Business Centre, Level 3, Triq San Kristofru, Valletta. These general provisions are to be regarded as an integral part of this call for applications.
The website address and email address of the receiving Directorate are (http://www.justice.gov.mt) and (email@example.com).
9th April, 2021