Executive (Events Logistics)

Jobsplus Permit No. 1057/2024

Call for applications to perform duties as Executive (Events Logistics) at the Valletta Cultural Agency (VCA)

Nomenclatures denoting the male gender include also the female gender
 

1. The VCA is a Government entity tasked with sustaining and strengthening the capital city’s vibrant cultural life through the creation of an annual programme of creative events developed in collaboration with artists and other Public Cultural Organisations. A legacy of the Valletta 2018 Foundation, the VCA also upholds standards of excellence in the coordination and organisation of cultural events in the city, while encouraging access and participation by a diverse audience.1.1 The Agency is seeking applications from suitable candidates to perform duties as Executive (Events Logistics) as cited below. This post is on a full-time basis and is subject to a probational period of twelve (12) months.

2. The Executive (Events Logistics) forms part of the Programming and Production Department within the Valletta Cultural Agency and will be working under the supervision of the Head of Programming and Production and the CEO.

The main duties of the Executive (Events Logistics) are:

• Providing specialised logistics services for VCA events, ensuring their smooth running;
• Coordinating logistics planning and site management in specific events;
• Coordinating with service providers of the VCA, as well as other government organisations;
• Ensuring that all events follow the standards set by the VCA, in line with relevant legislation;
• Working closely with the procurement team to ensure adherence to regulations;
• Maintaining a strong link with the Communications Department to ensure that information related to events is disseminated in a timely manner;
• Identifying and booking venues as necessary, applying for permits when relevant, and within the budget assigned by the VCA;
• Managing travel and accommodation arrangements for artists, in line with Public Procurement Regulations, and within the budget assigned by the VCA;
• Stand in for the Executives (Planning and Production) during preparatory work, rehearsals, and/or events if requested by the Agency in case of absence of the latter;
• Coordinating with the Head of Programming and Production, reporting regularly on the progress or issues encountered with the assigned projects and initiatives;
• Work with the production, logistical, and technical teams within a Project according to the brief given by the respective Executive and/or Head of Programming & Production, to provide technical data needed for production of the projects and find solutions for production and realization;
• Gather information necessary to formulate production budgets as and when requested, based on their experience in the field;
• Sourcing of suppliers, service providers, equipment, and materials as necessary, in line with Public Procurement Regulations;
• Maintaining a good working relationship with all service providers and employees involved in VCA events;
• Endeavor to follow the Agency’s Event Sustainability Policy during the planning, execution, and post-project phases of the program.
• Any other duties that may be assigned by the Chief Executive of the VCA or his / her representative.
• Carry out any other duties that may be assigned by the CEO of the VCA or his/her representative;

3. The salary attached to the post of Executive (Events Logistics) shall be €28,822 per annum at Grade 5 within the Public Cultural Organisations Grading and Salary Structure raising by an annual increment of €531 up to a maximum of €32,008.

The chosen candidate will be entitled to a Disturbance Allowance of maximum 15% per annum. Furthermore, a Performance Bonus up to a maximum of 10% per annum is included in the financial package.

4. Eligible applicants will be interviewed by a Selection Board to assess their suitability to carry out the duties mentioned above.4.1 Master’s qualification at MQF Level 7 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent*) in a subject related to Management and/ or Events and/or Logistics, or a related comparable qualification, plus one (1) year proven relevant work experience.

or

Bachelor’s qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent*) in a subject related to Management and/ or Events and/or Logistics, or a related comparable qualification, plus three (3) years proven relevant work experience.

or

A recognised Diploma qualification at MQF Level 5 or equivalent in Management and/ or Events and/or Logistics or a comparable professional qualification, plus five (5) years relevant work experience.

4.2 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application or sent separately to the Head of HR Management at Valletta Cultural Agency, Exchange Buildings, Republic Street,Valletta or by email on hr@vca.gov.mt by not later than the closing date and time.

4.3 Original certificates and/or testimonials are to be invariably produced for verification at the interview.

4.4 Any foreign qualification, which are not found in the list of, accredited courses or Universities by MQRIC have to certified by the same council until the closing date of the call for applications.

4.5 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”.

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.

5. Persons registered with the National Commission for Persons with a Disability (NCPD) may be given reasonable accommodation in terms of Section 7 of the Equal Opportunities (Persons with Disability) Act (Chapter 413 of the Laws of Malta), even if they do not satisfy in full the requirements for this post, provided they can carry out, in essence, the duties related to the post applied for.5.1 Representations in terms of this clause should be attached to the application form and supported with relevant documents which must also include documentary evidence of registration with the NCPD. Reasoned justifications should be given to substantiate the lack of full eligibility requirements and why reasoned considerations are merited.

5.2 All correspondence is to be addressed to the receiving entity and copied to the NCPD.

6. Applications supported by the necessary documentation, which should include a motivation letter, a detailed Curriculum Vitae, and where applicable a Service and Leave Record Form (GP 47), are to reach the Head of HR Management, by hand or by post at Valletta Cultural Agency, Exchange Buildings, Republic Street, Valletta by not later than noon (Central European Time) of 14^th November 2024. In the case of Public sector employees, these are to present their paid leave/unpaid leave/sick leave records for the last four (4) years, including any records of any disciplinary action that may have been taken (in the absence of such records it will be understood that no disciplinary action was ever taken). Scanned copies of the application and the relevant documentation sent electronically on hr@vca.gov.mt are acceptable.

6.1 Applications received will be acknowledged with a receipt.

7. The chosen officer will be required to sign an undertaking signifying his commitment to the assignment for which he is selected.