The Malta International Contemporary Art Space (MICAS) is seeking applications from suitable candidates to perform duties of Administrator (Administration & Human Resources). This post is on a full-time basis and is subject to a probationary period of twelve (12) months.

The Administrator (Administration & Human Resources) reports to the Senior Manager (Administration & Human Resources) and the Chief Executive Officer. The successful candidate will be required to support the Human Resources Operations, provide high-level executive support to the Chief Executive Officer (CEO) and assist with office administration and other administrative duties with professionalism and discretion.

Main Responsibilities

• Assist the Human Resources department with recruitment activities, including coordinating interviews, conducting reference checks, preparing employment contracts, onboarding documentation, and supporting Human Resources related training and employee engagement initiatives.
• Respond to internal and external Human Resources inquiries in a professional and confidential manner.
• Maintain employee records and Human Resources documentation, ensuring accuracy and compliance with museum policies and procedures.
• Provide comprehensive administrative and secretarial support to the CEO.
• Manage the CEO’s calendar, including scheduling meetings, appointments, travel arrangements, and business commitments.
• Coordinate meetings by preparing agendas, taking minutes where required, and monitoring follow-up actions to ensure timely completion.
• Act as a key point of contact between the CEO and internal departments, clients, suppliers, stakeholders, and external partners.
• Screen, prioritise, and manage incoming correspondence, emails, telephone calls, and other communications, ensuring appropriate responses and follow-up.
• Prepare, edit, and distribute correspondence, reports, presentations, proposals, and other business documents.
• Maintain electronic and physical filing systems, ensuring the confidentiality, accuracy, and accessibility of records.
• Organise and coordinate meetings for the CEO.
• Arrange CEO travel logistics, including flights, accommodation, transportation, and itineraries.
• Monitor office supplies and assist with the maintenance of office facilities and common areas.
• Support the implementation and monitoring of administrative policies, procedures, and best practices.
• Perform data entry, record management, research assignments, and other administrative tasks with a high degree of accuracy.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Undertake special projects and any other duties assigned by the CEO and Senior Manager (Administration and Human Resources), as related to the position.

Skills and Requirements

• General education qualification at SEC Grades 1 – 5.
• ECDL Standard Certificate and a minimum of four (4) years’ relevant work experience in Human Resources and/or administration.
• Ability to communicate clearly and effectively with clients in Maltese and English.
• Excellent written and verbal communication skills, including email and telephone etiquette.
• Customer-focused approach.
• Ability to work under pressure and to meet deadlines.
• Ability to work within a team and with minimal supervision.
• Detail-oriented and highly organised.
• Proactive with a methodical approach to work.
• Proficiency in Microsoft Office.

The salary attached to the post of Administrator is €20,752 per annum as per Grade 8b of the Public Cultural Organisations Structure. The salary increases annually by €317 up to a maximum of €22,654 per annum (as at 2025).

The chosen applicant shall be entitled to an entity class allowance of €350 per annum which is also included in the financial package.

Any qualification and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application. A detailed Curriculum Vitae, a covering letter, and where applicable a Service and Leave Form (GP7) are to be also attached in an email addressed to the Human Resources Manager on people@micas.art  by not later than 13^th September 12:00 pm (CET)

Original certificates and/or testimonials must be presented for verification at the interview.

Public sector employees must provide records for their paid leave, unpaid leave, and sick leave for the past four (4) years. Additionally, they must also submit any records of disciplinary actions taken against them. If the applicant does not submit such records, it will be assumed that no disciplinary action was ever taken.

Applications received will be acknowledged with a receipt.

Eligible applicants will be interviewed by a Selection Board to assess their suitability to carry out the duties mentioned above.