Project & Compliance Administration
Organisation: The Lino Spiteri Foundation (LSF)
Location: Malta
Contract: Full-time, indefinite
Reports to: Client Services Manager
About
LSF The Lino Spiteri Foundation empowers persons with disabilities to access meaningful, sustainable employment through job carving, coaching, pre-employment training, and strong employer partnerships. We combine practical delivery with rigorous governance — because impact without evidence is just good intention.
Role Purpose
We’re seeking a detail-driven professional to manage LSF’s project administration, funding claims, and compliance functions. The role supports VASTE 2 / ESF-funded initiatives while ensuring our wider programmes are audit-ready, transparent, and high quality. You’ll coordinate documentation, data, and processes to keep projects running smoothly and meet all regulatory and quality standards
Key Responsibilities
Funding Administration & Claims
- 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.
Quality Assurance & Audit Support
- 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.
Project Administration & Data Management
- 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
Monitoring, Evaluation & Continuous Improvement
- 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.
Stakeholder Coordination
- 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.
What You Bring
Must-haves
- 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.
Nice-to-haves
- 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.
Qualifications
- Degree or diploma in Administration, Quality Assurance, Social Policy, Management, or a related field — or equivalent experience
Key Performance Indicators (KPIs)
- 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.
What We Offer
- 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 inclusive of allowances: €29K–€35K depending on qualifications and experience.
How to Apply
Send your CV and a short cover letter highlighting your audit/SEQF/funding experience to
info@lsf.org.mt with subject line: “Executive – Project & Compliance Administration”
Deadline for applications: 30th September 2025
