Vacancy: Finance Assistant

Location: Malta
Reports to: Finance Manager

Job Overview

We are seeking a detail-oriented and highly organised Finance Assistant with experience in EU projects to support the Finance Manager in the day-to-day operations of the finance department. The successful candidate will assist with financial administration, reporting, and the management of EU project finances, ensuring compliance with EU funding requirements and proper financial documentation.

Key Responsibilities

• Data Entry and Reconciliation: Maintain accurate financial records related to EU projects, ensuring that all transactions are properly recorded and reconciled within the accounting system, adhering to EU project guidelines.
• Invoice Management: Process invoices, track payments, and ensure proper documentation for both internal records and project funders.
• Budget Support: Assist in monitoring departmental budgets, comparing actual expenditure to budgeted figures, and highlighting any discrepancies.
• Compliance and Audit Support: Help ensure compliance with EU regulations and standards, assist with audits of EU projects, and prepare necessary documentation for internal and external audits.
• Payroll Assistance: Assist in processing payroll on a monthly basis, ensuring all employee records are accurate.
• Record Keeping: Ensure proper filing and documentation of all EU project financial records for easy access and compliance with EU requirements.
• Communication: Liaise with internal departments to gather necessary financial data and address any finance-related inquiries.
• Ad-hoc Duties: Assist the Finance Manager with any other ad-hoc duties as required.

Key Skills and Qualifications

• Experience: Proven experience in a finance or administrative role is desirable.
• Technical Skills: Proficient in using accounting software (e.g., Sage, QuickBooks, or similar) and Microsoft Office Suite, particularly Excel.
• Attention to Detail: Strong attention to detail and accuracy in financial data and reporting.
• Communication: Good written and verbal communication skills.
• Organisation: Excellent organisational and time-management skills, with the ability to manage multiple tasks effectively.
• Problem-Solving: Ability to identify issues and propose solutions promptly.

Personal Attributes

• Reliable and trustworthy with confidential information.
• A proactive approach to tasks and problem-solving.
• Team-oriented with a collaborative mindset.
• Ability to work independently with minimal supervision.

How to Apply

Please send your CV and a cover letter outlining your experience and suitability for the role to roberta@diplomacy.edu, by 20 March 2025.