Project Green is seeking an experienced Administrative Officer – Stores to support the effective day-to-day management of the Agency’s stores and stock control operations. 

The selected candidate will be responsible for ensuring that materials, equipment, tools, and supplies are properly received, stored, recorded, issued, and monitored in line with internal procedures, public sector requirements, and applicable health and safety standards. 

A key focus of the role is to maintain accurate inventory records, ensure proper storage conditions, support timely distribution of materials to operational teams and project sites, and assist in maintaining accountability, traceability, and audit readiness across all stores activities. 

The Administrative Officer – Stores will work closely with internal departments, procurement personnel, suppliers, contractors, and project teams to ensure that stores operations support the organisation’s operational and project needs efficiently and effectively. 

About the Role:

As Administrative Officer - Stores, your tasks will include: 

Stores Management Responsibilities

• Oversee the day-to-day operation of the Agency’s stores, including receipt, storage, handling and issuance of materials.  

• Maintain accurate and up-to-date inventory records, ensuring full traceability of stock movements.  

• Monitor stock levels and report low stock, excess stock, damaged items, obsolete items or discrepancies.  

• Ensure materials are stored safely, securely and in accordance with appropriate storage requirements.  

• Coordinate the issuing and distribution of materials to internal teams and project sites in a timely and controlled manner.  

• Manage and process internal orders from receipt through to fulfilment, including the timely and controlled picking, preparation, issuance and distribution of materials to internal teams and project sites, while ensuring that each order and related stock movement is accurately recorded in the Agency’s digital inventory management system. Investigate and report stock discrepancies, losses, damages or irregularities.  

• Maintain proper documentation for goods received, goods issued, returns, transfers and disposals.  

• Support the implementation and improvement of stock control procedures and stores processes.  

• Ensure stores areas are kept organised, clean, safe and compliant with health and safety requirements.  

• Assist in the use and maintenance of inventory management systems, including digital records where applicable.  

• Prepare regular reports on stock levels, stock movements and stores-related issues.  

• Liaise with internal departments to understand material requirements and support operational needs.  

• Coordinate with suppliers and delivery personnel during receipt of goods, ensuring quantities and specifications match delivery notes and purchase documentation.  

• Support audit requirements by maintaining complete, accurate and accessible stores records.  

Procurement Support Responsibilities

• Assist procurement personnel by providing information on stock availability, usage trends and material requirements.  

• Support the preparation of requests for replenishment based on operational needs and stock levels.  

• Verify received goods against purchase orders, delivery notes and relevant documentation.  

• Report delivery discrepancies, damaged goods or non-compliant items to the relevant officers.  

• Maintain coordination between stores and procurement functions to avoid stock shortages, overstocking or unnecessary purchases.  

Administration, Reporting & Coordination

• Maintain filing systems and records related to stores operations.  

• Prepare reports and updates for management as required.  

• Support internal departments, project teams, auditors and regulatory bodies in relation to stores matters.  

• Follow internal policies, public sector procedures and applicable legislation.  

• Contribute to improvements in stores efficiency, stock control, digitisation and reporting.  

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 Officer - Stores of the highest personal and professional integrity, principle, and knowledge, earning respect and support when making decisions and choices. The selected candidate needs to have good communication skills, be a self-directed person with a strong work ethic and high expectations for performance; a person leading by example and sets strong professional and personal standards for every activity. 

Ideally, candidates applying for this role should have prior local experience in stores management, stock control, inventory management, warehousing, logistics, or materials handling, preferably within a public sector, construction, landscaping, civil works, building, finishes, or operational environment. 

Experience in managing stores related to materials, tools, equipment, supplies, plant items, or project-related stock shall be considered an asset. 

The selected candidate should possess a minimum of three (3) years’ relevant work experience in a similar stores, inventory, logistics, or stock control role, a recognised ECDL/ICDL certificate, a valid Driving Licence Category B and a clean police conduct, not older than six months from the date of application. 

Furthermore, the Administrative Officer – Stores should be able to maintain accurate stock records, verify delivery notes and purchase documentation, monitor stock levels, prepare stock reports, assist in stocktaking exercises, identify discrepancies, and prepare basic reports including briefs, records, and photos where required. 

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. 

Applicants are required to submit all relevant qualifications, certifications, licences, a valid Police Conduct Certificate and any other supporting documentation together with their application by the closing date. Where qualifications have been awarded by universities or institutions outside Malta, applicants must also submit a Recognition Statement on Comparability of Qualifications issued by the Malta Qualifications Recognition Information Centre (MQRIC). Information on obtaining an MQRIC Recognition Statement may be found on the Malta Further and Higher Education Authority (MFHEA) website under the MQRIC section at MFHEA. 

Failure to provide the required documentation within the stipulated timeframe may result in the application not being considered. Only candidates whose documentation has been received and successfully verified will be eligible for shortlisting and invitation to the interview stage. 

Project Green may, at any stage of the selection process, request further documentation or evidence to substantiate any information provided in the application. 

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.