Ref Number: 462/2026 | Closing Date: 25/06/2026

The Administrative Executive shall provide administrative and operational support to the Procurement Unit, ensuring that procurement processes are executed efficiently, accurately, and in line with established procurement regulations, Standard Operating Procedures, and internal policies.

About the Role:
As Administrative Executive within the Procurement Office, your tasks will include:

Procurement Administration 

• Issue and prepare Purchase Orders (POs) through the applicable financial and procurement systems, ensuring correctness and proper authorisations prior to release.
• Draft, prepare and publish Requests for Quotations (RfQs) in accordance with internal procurement procedures and applicable regulations.
• Assist in the administration of RfQ processes, including the sending the received offers to the originators.

Communication & Notifications

• Prepare and issue award notifications and regret emails to participants in RfQs, ensuring clear, timely and professional communication.
• Liaise with suppliers and internal stakeholders on administrative procurement matters, under the guidance of senior procurement officials.

Data Management & Systems

• Capture, update and maintain procurement-related data within designated procurement, financial and document management systems, ensuring accuracy and completeness.
• Assist with the uploading and filing of procurement documentation on relevant platforms (including document repositories and internal systems), in accordance with record-keeping requirements.

Stationary & Supplies 

• Administer and coordinate stationery procurement and inventory management, including processing requests, monitoring stock levels and initiating reorders as required.

General Administrative Support

• Provide general administrative support to the Procurement Unit, including document preparation, filing, record management and correspondence.
• Assist during audits, reporting exercises and internal reviews by retrieving and compiling procurement documentation when requested.
• Comply at all times with internal SOPs, procurement rules and data protection requirements.

Employee may be required to perform other duties reasonably related to this role, as directed by management, to meet organisational needs. Such duties will be commensurate with the employee’s skills and grade, and in line with applicable policies, agreements and legislation.

About You : 

Project Green is looking for an Administrative Executive of the highest personal and professional integrity, principle, and knowledge, earning respect and support when making decisions and choices. The selected candidate needs to be a self-directed person with a strong work ethic and high
expectations for performance.

This role requires the possession of a bachelor’s degree (MQF Level 6) or higher as recognised and certified by the Malta Qualifications Recognition Information Centre (MQRIC). Candidates who are currently in the process of completing their studies may still apply, however, they must obtain the
required certification within six (6) months from the date of engagement with Project Green.

Furthermore, the ideal candidate should possess experience and/or strong knowledge of Public Procurement Procedures. Possession of any Procurement certificates will be considered an asset.

Other Information
Project Green is an Equal Opportunities Employer as certified by the NCPE (National Commission for the Protection of Equality) and is committed to a policy of equal opportunity in all aspects of employment and will avoid any form of discrimination in its recruitment procedures.

The Agency reserves the right to withdraw this call at any time and not select any of the Candidates.

It is the responsibility of applicants in possession of qualifications awarded by Universities and other similar institutions outside Malta to produce a recognition statement on comparability of qualifications issued by the Malta Qualifications Recognition Information Centre (MQRIC). Applicants should do so preferably at application stage or otherwise at the preliminary interview
should an applicant be selected for such interview. Details can be obtained by accessing the Malta Further and Higher Education Authority website on mfhea.mt under MQRIC heading.

The Agency shall ensure that any processing of personal data is in accordance with Regulation (EU) 2016/679 (General Data Protection Regulation), the Data Protection Act (Chapter 586 of the Laws of Malta) and any other relevant European Union and national law. For further details, you may refer
to the Data Protection Policy on Project Green’s webpage projectgreen.mt.

Candidates are to note that the submission of any false statement/s or omission, even if unintended, may lead to the cancellation of their application and may render the candidate’s appointment liable
to termination.

Furthermore, please note that candidates may be asked to submit any documentation in support of the information provided, including but not limited to, proof of qualifications and Police Conduct Certificates.

How to Apply

Send us your CV together with copies of qualifications relevant to the position via email on recruitment.pg@projectgreen.mt.