THE ROLE

As Finance & Admin Manager, you will own Protik's financial discipline and administrative operations end-to-end. You will be the single accountable leader for finance, billing, collections, procurement, and compliance — supporting the Academy, Innovation Hub, and funded projects portfolio with reliable, well-controlled back-office functions.

This is a hands-on leadership role. You will supervise direct reports, coordinate with external accounting providers, and prepare Board-level financial reporting — while also rolling up your sleeves on day-to-day operations. You will report directly to the Executive Director and sit on the organisational leadership team.

WHAT YOU WILL DO

Financial Operations & Oversight

• Oversee all day-to-day finance operations including billing, collections, reconciliations, and cash flow tracking
• Manage all financial documentation for Projects, Grants and Public institutions
• Review financial data and reports prepared by the external accounting provider to ensure accuracy and flag risks
• Ensure timely and accurate invoicing across Academy, Hub, and funded programmes
• Lead debt collection follow-up and maintain an up-to-date receivables aging report
• Support budgeting, expense tracking, and financial planning in coordination with the Executive Director
• Support audits, financial reviews, and donor due diligence processes
• Prepare financial reports for the Board periodically and on request
• Coordinate closely with the all teams to align marketing with enrolment targets
• Support post-programme success stories and alumni visibility to strengthen the Academy brand

Compliance & Governance

• Ensure full compliance with donor requirements, legal obligations, and internal financial procedures
• Maintain organised, auditable finance and admin processes and documentation
• Coordinate procurement oversight and ensure purchasing follows approved procedures
• Ensure CRM and accounting platforms are kept accurate and up to date

Team & Administrative Leadership

• Supervise the Finance & Billing Specialist and Office Admin & Procurement Specialist
• Provide functional oversight to Technology Lead and Marketing Specialist on admin and budget matters
• Ensure smooth administrative operations: office management, supplier relations, archiving, and institutional documentation
• Ensure all documentation is submitted to relevant institutions (AKPA regulatory bodies) correctly and on time

Reporting & Board Relations

• Prepare accurate periodic financial reports for the Board and Donors
• Report financial and administrative risks to the Executive Director
• Support external audit processes and ensure all documentation is available and correct
• Support the Technology Lead on digital platform maintenance

Operational Advisory & Institutional Support

• Advise internal on implications of new projects;
• Support proposal development and project planning with realistic assumptions, timelines, costs, risks, and operational requirements;
• Ensure documentation and systems are maintained in a way that supports audits, donor reporting, and institutional memory;
• Proactively flag risks, inefficiencies, or gaps that could affect project delivery or organisational credibility;
• Contribute to cross-functional planning so that new initiatives are feasible, compliant, and properly resourced.

WHAT WE ARE LOOKING FOR

Essential

• 5+ years of experience in finance, accounting, or financial administration — ideally in an NGO, international programme, or multi-donor environment
• Solid understanding of financial controls, donor compliance, and grant reporting requirements
• Experience managing or supervising a small team
• High proficiency in Excel and accounting/finance software; comfort with CRM systems
• Strong organisational skills with meticulous attention to detail
• Excellent written and verbal communication in Albanian; working proficiency in English
• Experience managing teams

Desirable

• Experience with EU-funded projects and donor reporting frameworks (USAID, EU, bilateral donors)
• Background in procurement, audit support, or internal controls
• Familiarity with the Albanian regulatory and legal environment (AKPA, court filings, etc.)
• Previous experience in a restructuring or fast-growth organisation
• Experience managing external agencies or contractors
• PMP Certifications or similar.

YOU WILL BE ACCOUNTABLE FOR

• Accuracy and reliability of all financial and administrative operations
• Timely billing and effective debt collection across all revenue streams
• Full compliance with donor requirements and regulatory obligations
• Well-organised, auditable finance and admin processes
• Zero critical audit findings
• Timely and accurate Board reporting

HOW SUCCESS IS MEASURED

• Financial reporting timeliness & accuracy
• Collection rate & receivables aging
• Budget variance within thresholds
• Audit findings (zero critical)
• Admin process operational efficiency
• Debt collection aging report accuracy

WHY JOIN PROTIK

Protik is not a typical NGO. We have 13 years of impact, a partnership with one of the world's leading tech education providers, and a mandate to train many professionals with AI and digital skills by 2032.

You will have genuine ownership of your function, a direct line to the Executive Director, and the opportunity to build processes from the ground up rather than inherit a rigid bureaucracy.

If you are energised by financial discipline, meaningful work, and the chance to build something that lasts — this role is for you.