Vacancy Announcement: Operations and Finance Manager to support the implementation of the EU4GreenGen project in Tirana, Albania

We are looking for a motivated and detail-oriented professional Operations and Finance Manager to support the implementation of the EU4GreenGen project in the role of Operations and Finance Manager. The selected candidate will join our team in Tirana and play a key role in the successful delivery of a new EU-funded initiative. This full-time position will contribute to a 36-month project (January 2025–2028) focused on raising awareness and promoting engagement on circular economy, waste management, and biodiversity protection in Albania.

 

The project includes national and regional campaigns, surveys, event organisation and other activities to promote sustainability, aligning with Albania's EU accession goals.

 

Working under the guidance of the Project Director and Team Leader, the key responsibilities include:

1. Reception / Secretarial Responsibilities

1.1. Receive visitors and answer telephone calls
1.2. Maintain filing system for all project documentation
1.3. Assist in photocopying, scanning, drafting letters and general correspondence
1.4. Ensure that office supplies are properly stored and managed
1.5. Reply to general information requests with accurate information
1.6. Undertake any other tasks assigned by the Project Team Leader and Project Director

3. Project Implementation & Administration Responsibilities

3.1. Prepare requests for approval of experts
3.2. Prepare draft contracts (using provided templates) for experts and suppliers
3.3. Manage documentation filing/archiving, maintenance, preparation, distribution
3.4. Support timely planning of events with the Team Leader and Experts
3.5. Ensure experts prepare individual field trip reports as evidence of activities outside the main office
3.6. Prepare project events’ agendas and invitation letters
3.7. Edit documents and draft correspondence
3.8. Maintain and administer the calendar of events and activities
3.9. Take minutes at meetings and events
3.10. Accompany Team Leader and occasionally Key Experts to meetings if required
3.11. Respond to staff requests for administrative support
3.12. Collect timesheets from experts on the last day of each month

3.13. Submit internally approved Timesheets to the Contracting Authority

3.1.3. Support the preparation of interim progress reports
3.14. Undertake any other tasks assigned by the Project Team Leader and Project Director

2. Project Financial Coordination

2.1. Prepare budgets for events and activities financed by the incidentals budget

2.2. Prepare service and supply requests, solicit quotations, and liaise with suppliers and service providers
2.3. Prepare requests for approval of incidental expenditures for project events and activities
2.4. Follow up and check all collected invoices and process them into worksheets according to budget classifications
2.5. Produce spreadsheets (including timesheet data) and reports analysing various costs
2.6. Prepare monthly financial reports for the Project Team Leader and Project Director (man-days, overhead, incidental expenditure)
2.7. Prepare documents required for payment to service providers in a timely manner
2.8. Process the payments through e-banking

2.9. Undertake any other tasks assigned by the Project Team Leader and Project Director

4. Project Logistic Assistance

4.1. Organise and follow up smooth execution of workshops, seminars, trainings and events
4.1.1. Prepare lists of invitees and send all invitations for events
4.1.2. Ensure all confirmations are received and filed
4.1.3. Finalise hotel and venue arrangements, including setup of working premises and catering, in compliance with EU rules for incidental budget
4.1.4. Prepare workshop/seminar/training/event materials requested by project team members, ensuring all materials/stationery/equipment are available within budget
4.1.5. Ensure experts prepare all materials in accordance with project policies
4.2. Arrange meetings with necessary logistical support
4.3. Travel to workshops/seminars/trainings /events to support administrative and logistical needs
4.3. Undertake any other tasks assigned by the Project Team Leader and Project Director

 

Required Qualifications

• Education: Bachelor’s degree in administration, Finance, Project Management, or related fields.
• Experience: At least 5 years of professional experience in project management, finance management and event organization/logistics, in donor-funded projects in Albania, with a strong preference for experience in EU-funded initiatives.
• Languages: Fluency in English and Albanian is essential.
• Skills: Proficiency in MS Office Suite (Excel, Word, PowerPoint) and excellent organizational abilities.
• Other: Strong communication and interpersonal skills, with the ability to multitask effectively.

 

What We Offer

• The opportunity to work on a high-impact EU-funded communications project contributing to Albania's sustainable development and EU integration.
• A collaborative and supportive work environment in a dynamic, mission-driven team.

 

To Apply

Submit your CV in EU format to gdsivacancies@gdsi.ie by 20 Dec 2025