1. Role Overview

The Bookkeeper and Admin Assistant is a core operational post within the Finance & Fundraising Team at Friends of the Earth Malta. This role is responsible for executing day-to-day bookkeeping, banking transactions, invoice processing, and financial administration across all core organizational activities and externally funded projects. Working directly under the Finance Coordinator and the Director, the admin assistant ensures accurate, compliant, and up-to-date accounting records essential for grant reporting, organizational cash flow, and end-of-year audits.

2. Key Responsibilities & Duties

A. Bookkeeping & Financial Record Keeping

Maintain accurate, up-to-date, and fully supported financial records in Xero.
Record all income, expenditure, receipts, and journal entries with correct account codes and project tags.
Organize, digitalize, and archive all financial documentation (invoices, receipts, contracts, and proof of payment) in compliance with Maltese law and funder requirements.

B. Invoicing, Payments & Accounts Payable/Receivable

Process all supplier invoices, utility bills, reimbursements, and payment requests in a timely manner.
Prepare bank payment runs and transfers for authorization by approved signatories.
Issue invoices to funders, partners, and event/workshop participants, actively monitoring accounts receivable to ensure prompt collections.
Process staff and volunteer expense claims, verifying receipts against internal travel, procurement, and donation policies.

C. Banking & Cash Flow Management

Execute daily/weekly bank reconciliations across all organizational bank accounts.
Handle bank correspondence, account maintenance, updates to bank signatories, and routine bank queries.
Monitor daily operational cash flows, pet-cash floats, and petty cash reconciliations.
Communicate regularly with financial institutions regarding payment tracking, international transfers, and administrative requests.

D. Project Financial Support & Grant Administration

Assist the Finance Coordinator in tracking expenditures for specific EU and local grant-funded projects.
Collate financial evidence (invoices, receipts, bank statements, procurement documentation) required for project grant reports and audits.
Maintain timesheets and proof-of-work documentation required for co-funded project personnel costs.

E. Payroll & Statutory Compliance Support

Assist with routine monthly payroll processing data in Buddy (or current payroll software).
Help prepare and archive statutory documentation, including monthly social security (FS5) and annual employer tax filings (FS7).
Ensure strict adherence to internal financial policies, tendering procedures, and data protection (GDPR) standards.

F. General Operational & Team Support

Support the Finance Coordinator with documentation preparation for the annual audit.
Act as a point of contact for routine administrative and financial queries from staff, suppliers, and external project partners.
Participate in regular team meetings and contribute to ongoing improvements in internal financial systems.
3. Qualifications, Experience & Skills
Education / Certification:A qualification in Accounting or Finance (e.g., AAT Level 3/4, Diploma in Accounting, or initial stages of ACCA/MCAST/University accounting degree), OR equivalent proven experience in bookkeeping.
Technical Experience:Minimum 1–2 years of hands-on experience in bookkeeping and financial administration.

Proficiency in cloud-based accounting software (Xero strongly preferred).

Working knowledge of online banking platforms, payroll software (e.g., Buddy/Moorepay), and MS Excel / Google Sheets.

Soft Skills & Values:Exceptional attention to detail, precision, and organizational ability.

Strong integrity, discretion, and strict commitment to financial confidentiality.

Good written and verbal communication skills in English (Maltese is considered an asset).

Affinity with the environmental and social justice mission of Friends of the Earth Malta.

How to Apply

Interested candidates should submit their CV and cover letter outlining their suitability for the role by 15 November 2026. Applicants are to send their application by filling in the online application form.

Friends of the Earth Malta welcomes candidates of all descriptions, regardless of age, sexual orientation, marital status, wealth, religious, philosophical or political beliefs, language, present or future state of health, disability, physical or genetic characteristics, gender, pregnancy, parental status, change of sex, nationality, race, skin colour, ancestry, nationality, descent, national or ethnic or social origin. FoE Malta strives to make our office as diverse as possible.

About Us

Friends of the Earth Malta (FoEM):Friends of the Earth Malta (FoEM) has been active in the environmental field in Malta since 1985. It was founded with the intention of consolidating various youth and environmental groups in the country, which quickly developed into a committee of activists. In 1991, the group joined the international network of Friends of the Earth International which includes groups from 75 countries and 6 continents, making it the world’s largest grassroots environmental network. FoEM has diverse educational methods to reach out to youths and adults especially focusing on marginalised groups, empowering them to work together for a more sustainable future. FoEM’s work has been informing national policy for over three decades. Currently, our campaigns' focus is on Climate, Energy & Mobility; Food Agriculture & Biodiversity, and Zero Waste. More info on our projects here: www.foemalta.org/projects

Bookkeeper & Admin Assistant

Job Description