Call for Applications

Posts of Junior, Senior, and Grants Finance Executive

Research Grants Finance Management (RGFM), Finance Office

The University of Malta is looking for Grants Finance Executives to join the Research Grants Finance Team within the Finance Office. These roles are suited to individuals with a strong interest in financial management, budgeting, and compliance in the context of externally funded research projects.

Successful candidates will contribute to the financial lifecycle of research grants, supporting either pre-award or post-award activities, including budgeting, financial eligibility, and financial reporting, in line with institutional and funder requirements.

Positions Available: Due to an increase in externally funded research projects, multiple positions are available on both full-time and part-time (minimum 20 hours per week) contracts. Part-time employees are required to work during the University’s normal office hours. An indicative list of duties is available below.

The post/s are for a period of four years, with the possibility of renewal to an indefinite position within the Grants Finance Team, subject to satisfactory performance and the operational needs of the University.

Essential Qualifications & Skills

Junior Grants Finance Executive:

• A Diploma (MQF Level 5) in a subject area relevant to the duties of the post; OR
• A Diploma (MQF Level 5) in another subject, provided the candidate can demonstrate high suitability and relevant experience;

Grants Finance Executive:

• A Higher Education degree at Bachelor’s level or equivalent, in a subject area relevant to the duties of the post; OR
• A Higher Education degree (Bachelor’s or higher) in another subject, provided the candidate can demonstrate high suitability and relevant experience for the post
• Experience in project administration or financial management (especially in European or locally funded projects) is considered an asset, though training will be provided

Senior Grants Finance Executive:

• A Higher Education degree at Bachelor’s level or equivalent, in a subject area relevant to the duties of the post; OR
• A Higher Education degree (Bachelor’s or higher) in another subject, provided the candidate can demonstrate high suitability and relevant experience for the post

AND

• A minimum of four years’ experience in the financial management and administration of EU or Maltese competitive research funding programmes within a Higher Education Institution or Research Centre (e.g. Horizon Europe, Horizon 2020, ERC, Interreg, programmes managed by XjenzaMalta)
• Demonstrated experience in supervising staff and/or coordinating projects with substantial budgets in Lead Beneficiary/Coordinator roles

Skill-sets

• Proficiency in Microsoft Excel
• Strong communication skills in written and spoken English
• Excellent organisational and numerical skills
• Ability to manage financial documentation, reporting deadlines, and compliance requirements
• Attention to detail and ability to work independently

Salary and benefits
The post of Junior Grants Finance Executive carries an initial starting salary of EUR 25,197.

The post of Grants Finance Executive carries an initial starting salary of EUR 27,770.

The post of Senior Grants Finance Executive carries an initial starting salary of EUR 33,555.

Benefits offered:

• Continuous Professional Development allowance;
• Communications allowance;
• Financial Responsibility Bonus;
• Health insurance cover;
• Study leave;
• Other applicable benefits under the University of Malta’s Course Fees policy.
• Travel opportunities for training and to represent UM on the assigned project portfolio

 Application Procedures

Candidates must upload covering letter, curriculum vitae, certificates (certificates should be submitted preferably in English) outlining their experience and achievements in their current position and names and emails of three referees through this form: https://www.um.edu.mt/hrmd/workatum-general

Applications should be received by 13^th April 2026

Late applications will not be considered.

Further information may be obtained from the website: http://www.um.edu.mt/hrmd/vacancies.

The Research Grants Finance Team manages the financial aspects of externally funded research projects throughout their entire lifecycle at the University of Malta.

The Pre-Award team supports academics in the budgetary preparation of research proposals, assisting with over 500 applications annually. The Post-Award team currently oversees the financial management of close to 500 active externally funded projects across diverse fields.

The selected candidate(s) will play a key role in financial coordination, budgeting, and grant compliance, supporting a portfolio of high-value externally funded projects and ensuring adherence to funder regulations and institutional policies.

Further information:

https://www.um.edu.mt/finance/researchgrants

Indicative Duties

Selected candidates will be assigned to support either pre-award, post-award, or a combination of both phases of project management, depending on the needs of the Research Grants Finance Team. The following is an indicative list of duties:

Pre-Award Support & Budgeting

• Draft budgets for new project proposals in coordination with academic staff, ensuring compliance with funder requirements and internal policies.
• Assist in the preparation and review of budgetary and financial sections of research grant proposals, ensuring compliance with funder requirements.
• Negotiate budgets and financial terms with coordinating partners and funding agencies.
• Lead the financial review of grant-related documents, including Grant and Consortium Agreements, in coordination with relevant University offices.
• Facilitate the submission process and ensure the smooth transition of successful proposals to the post-award phase.

Post-Award Financial Management & Administration

• Monitor and manage the disbursement of project funds, ensuring expenditures are documented and processed according to the University and funding body requirements.
• Prepare periodic financial reports and statements in line with funding programme regulations.
• Maintain accurate financial records including staff timesheets, purchase documentation, and invoices.
• Liaise with internal departments, external partners, and funding bodies as required.
• Assist project coordinators during audits, including on-the-spot checks and liaising with external auditors.

General Financial Duties (Applicable to Both Phases)

• Act as a point of contact for financial-related queries, ensuring effective communication between all stakeholders.
• Ensure proper organisation and accessibility of financial documentation in line with audit and compliance requirements.
• Undertake any other tasks delegated by the Research Grants Finance Team to support the effective financial management of externally funded projects.

The appointee is expected to work on a full-time basis/part-time basis, and will not be allowed to engage in any other gainful employment without the permission of the Council; and at such places and during such hours as may be determined by the University authorities.

The Selection Procedures

1. The evaluation of qualifications and experience claimed and supported by testimonials and / or certificates (copies to be included with the application)
2. Short-Listing of candidates
3. An invitation to short-listed candidates to a Selection Board interview

The Selection Process

The selection process will follow the document “Guidelines for Members of Selection Boards in the Recruitment of Administrative, Technical and Industrial Staff”

(https://www.um.edu.mt/hrmd/policiesprocedures).

In accordance with the guidelines, members of the Selection Board will establish the following selection criteria for the selection process:

• Relevant academic qualifications
• Relevant experience and skills
• Aptitude and suitability
• Performance during the interview

The appointment will be subject to a probationary period of one year and to the provisions of the Statutes, Regulations and Bye-Laws of the University of Malta which are now or which may hereafter be in force.

The University of Malta is an Equal Opportunity employer.

Office of the University
Msida,  30^th March 2026

028_2026_ Junior, Senior, and Grants Finance Executive