Position of Officer (Project Administration)

Nomenclatures importing the male gender also include the female gender.

1.0 Introduction

The Chief Executive Officer of the Energy and Water Agency invites interested applicants to fill the vacant post of Officer (Project Administration) (Grade VI) with the Agency.

The Officer (Project Administration) will assist the Chief Executive Officer and the Unit Coordinator in the implementation of tasks within the Project Implementation Unit (Office of the CEO).

The Project Implementation Unit within the Agency is responsible for the rollout of EV public charging infrastructure across the Maltese islands to meet national targets. It is also responsible for the infrastructure’s continued operation and maintenance.

The Officer (Project Administration) may be required to work unsupervised and after office hours. This role requires the Officer to perform duties on site around Malta and Gozo.

2.0 Duration of assignment and Conditions

The position of Officer is on a 3-year definite contract basis and subject to a probationary period of 6 months.

3.0 Duties

The duties of the Officer (Project Administration) may include inter alia:

Procurement and Contract Management

• Draft, finalise and publish request for quotations;

• Be a member of tender evaluation committees;

• Undertake contract management activities;

• Process applications for payments;

Documentation and Reporting

• Create and maintain comprehensive project documentation by developing and maintaining a database of all contracts, addenda, technical reports, correspondence, presentations, as fitted /as-built drawings, maps, pictures and other project-related information to ensure an effective audit trail;

• Compile project performance reports and undertake any other administrative work related to monitoring and reporting activities;

• Upload all the necessary documentation to specific systems and ensure optimal upkeep of the Project Files;

• Keep an up-to-date inventory of charging infrastructure installed

Financial Management

• Maintain accurate records of project activities, budgets, and expenditures.

• Monitor project expenditures and report any discrepancies.

• Work closely with the finance team to track and reconcile project finances.

Project Administration

• Assist in the development of work plans, including setting tasks, deadlines and monitoring the progress of the Project

• Monitor project progress and timelines, identifying and addressing potential issues.

• Be abreast of all day-to-day work being carried out on site and report to the project team;

• Carry out on-site visits and inspections throughout the project implementation;

Coordination, Collaboration and PR

• Liaise with other stakeholders involved in the project;

• Facilitate collaboration among project partners and foster a productive working environment.

• Coordinate project meetings, including scheduling and logistics.

• Take meeting minutes highlighting clear actions to be taken;

• Prepare project updates and communication materials.

Others

• Works in close collaboration with the Project Team within the Agency

• Observes professional ethics

• Ensure smooth handing over from the project implementation phase to the operational phase

• Carry out administrative and back-office activities.

• Other duties as may be assigned by the Agency.

4.0 Eligibility requirements

By the closing time and date of this call for applications, applicants must satisfy the following criteria:

Qualification:

A recognised Bachelor’s qualification at MQF level 6 in the field of Humanities, Sciences, Management, Commerce, Engineering or a comparable professional qualification.

Holds a valid Driving License

Be fluent in the use of English and the Maltese language (B2 level of proficiency).

Specific Experience:

Due consideration will be given to applicants who have a background in the construction sector, in implementation of EU co-funded projects and have a general understanding of the public procurement regulations.

Furthermore, the applicant would be expected to:

▪ be a person who can work on his/her own initiative;

▪ be flexible in work patterns and also working hours;

▪ be organised and meticulous in his/her work.

Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.

Prospective applicants should note the requirement to produce MQRIC recognition statements in respect of their qualifications from the Malta Qualification Recognition Information Centre, or other designated authorities, as applicable at application stage.

Additionally, applicant must be:

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 Citizenship Unit within Community Malta Agency and the Expatriates Unit within Identita` 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.

5.0 Submission of supporting documentation

Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be submitted together with the application. Scanned copies sent electronically are also acceptable.

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

6.0 Selection procedure

Eligible applicants will be assessed by management to determine their suitability for the position.

7.0 Salary

The salary for the post of Officer in Grade VI of the Energy and Water Agency’s salary structure, which in year 2025 is €28,121 per annum, including allowances. The Officer is also entitled to a Professional/Competency allowance starting at €2,000 following the successful completion of the probation period and to an annual Performance Allowance of up to a maximum of 15% of the basic salary.

8.0 Submission of applications

A detailed Curriculum Vitae, together with the relevant documentation, are to reach the Chief Executive Officer by not later than noon (Central European Time) Friday, 27th June 2025. Submissions can be done by hand or by post at the Energy and Water Agency, Pinto Business Centre, Triq il-Mitħna, Ħal Qormi or electronically by clicking on the "Apply Now" button.