Executive – Project & Compliance Administration
- Malta Island
- €29,000-35,000 per year
- Permanent
- Full-time
- Prepare and submit financial and narrative claims, reconciling with Finance and project records.
- Maintain clear, auditable project files, including participant records, payroll extracts, procurement documents, timesheets, and publicity evidence.
- Lead preparation for SEQF Assessments, Managing Authority audits, and other external compliance reviews.
- Collate evidence and manage sampling procedures.
- Implement and monitor corrective action plans following audit findings.
- Maintain trackers for deliverables, outputs, milestones, KPIs, risks, and issues.
- Oversee participant onboarding, consent, eligibility checks, and data integrity.
- Produce dashboards and management reports to support leadership decisions.
- Support monitoring and evaluation activities to ensure indicators are properly measured and evidenced.
- Conduct internal spot-checks and data quality reviews, resolving any non-conformances.
- Recommend process improvements to strengthen delivery and compliance.
- Serve as operational contact point for auditors, partners, and service users.
- Coordinate with internal teams and team leaders to align service delivery with compliance.
- Ensure GDPR, safeguarding, and health & safety standards are met across projects.
- Experience in project administration for funded programmes (e.g. ESF, national funds) and/or supporting audits/assessments (SEQF or similar).
- Strong document management skills, with a track record of producing audit-ready evidence packs.
- Advanced Excel/Google Sheets skills and confidence with dashboards/reports.
- Clear written and spoken English and Maltese.
- Commitment to disability inclusion, confidentiality, and professional ethics.
- Direct experience with SEQF assessments, Managing Authority audits, or quality frameworks in education/training/social services.
- Familiarity with M&E frameworks, CRM/data systems, or dashboard tools (Data Studio, Power BI).
- Background in training, employment services, or disability support.
- Degree or diploma in Administration, Quality Assurance, Social Policy, Management, or a related field - or equivalent experience.
- Claims submitted on time, with minimal or no audit findings.
- Positive audit/assessment outcomes with no major non-conformities.
- 100% participant file completeness for sampled audits.
- Timely and accurate management reporting.
- Meaningful, mission-driven work where rigorous administration directly supports people into employment.
- Supportive, flexible workplace with training opportunities in compliance, QA, and project delivery.
- Salary range: €29K-€35K depending on qualifications and experience.