Finance and Office Manager - Tallinn, Estonia

EMPLOYMENT STATUS: Full time (40 hours per week) / Temporary (filling in for maternity leave staff)

APPLICATION DEADLINE: July 24, 2026

REPORTS TO: Regional Director – Baltics, Belarus, and Ukraine

SUMMARY:

American Councils for International Education Estonia (MTÜ) (American Councils) provides administrative and logistical support to the organization’s programs in the region. Key responsibilities include managing the office finances for various programs implemented through the Estonia office, supporting the activities of U.S. government program alumni in Estonia, coordinating cultural programming for American program participants in Estonia, and communicating with American Councils program officers in the main office in Washington, D.C., heads of office in regional offices, and local stakeholders in Estonia.

The Estonia-based Finance and Office Management Consultant is responsible for filling managing the operations of the Tallinn office to cover maternity leave for the period of September 7, 2026, to April 1, 2028, with a training period to take place over the month of August. The Finance and Office Management Consultant manages the use of the Tallinn office space, organizes contracts and finances for program implementation, and coordinates with colleagues to organize events and regular activities to support programming to maintain operations. In addition to office management, the individual may provide support to various office programs involving educational exchange between the U.S. and Estonia and other short term language immersion programming in Estonia.

PRIMARY RESPONSIBILITIES:

Office management

• Oversee the finances of the office by working with the local accountant to ensure financial obligations and complete accurate monthly budget requests and expense reporting.
• Maintain communication with stakeholders responsible for implementing aspects of individual programming and report on challenges and successes of various partnerships with the Washington office for American Councils.
• Coordinate weekly highlights of office activities to increase visibility of programming for stakeholders in Estonia and the U.S., including preparing social media posts and cooperating with the Estonia and regional office to coordinate communications.
• Compile a quarterly newsletter for stakeholders
• Communicate regularly with colleagues in the Baltic and Belarus to maintain strong regional connections, solve common problems together, and efficiently implement existing and new programming.   

Professional program coordination in Estonia (for Estonians to the U.S.)

• Communicate with American Councils Program Managers to:
  • collect applications and documents, prepare them for further processing, including translating into English as needed;
  • prepare information materials about the program in the local language, including translating from English as needed, and respond to requests for information;
  • serve as a primary point of contact and maintain ongoing communication with nominating organizations, candidates, delegates, facilitators, maintain regular communication with program alumni;
  • coordinate logistics, including those related to obtaining visas, participating in pre-departure orientations, and departing for the program.

Program implementation for American students in Estonia

• Support program participants and operations for the duration of the program;
• Manage the program budget and communicate with the program organizer to ensure there is enough available for program needs;
• Advise program participants as needed on a variety of language-learning, cultural, adjustment and logistical aspects of the program, including on issues such as group dynamics and interpersonal relationships;
• In some cases, find host families, language schools, and language partners to support language study and draw up appropriate contracts and agreements with all parties;
• Ensure participant safety while on program in Estonia;
• Ensure compensation and payment for hosting and programming are paid on time and in accordance with the contracts and Estonian law;

Coordination of high school exchange program for Estonians to the U.S.

• Communicate with Program Coordinator on a weekly basis to coordinate activity in the office, manage reporting and communications, and ensure funding for monthly expense and budget requests.
• Represent American Councils to funders, partners, and media.

• University degree in education, international relations, social sciences, or other relevant field; advanced degree preferred
• Minimum of 5 years working in a field that demonstrates office and financial management skills
• Familiarity with U.S. Department of State internal regulations, policies, procedures preferred
• Experience working on educational and/or cultural programs with U.S. government agencies is an advantage
• Proficiency in spoken and written English and Estonian; Russian proficiency a plus
• Outstanding interpersonal and communication skills
• Ability to develop and maintain relationships with stakeholders from various sectors, including high-level officials
• Strong knowledge of the regional cultural/historical/political context
• Ability to manage multiple priorities, strong time management skills
• Demonstrated organizational ability and attention to detail
• Ability to work independently while contributing to an overall team effort
• Experience in planning and organizing events
• Flexibility to occasional work on weekends and evenings
• Strong computer and e-communication skills

American Councils is committed to providing employment opportunities for all individuals, in accordance with current federal regulations. Our focus is on ensuring that all individuals have equal access to employment and advancement opportunities based on merit.

American Councils’ commitment to employment opportunity is driven by federal requirements, including Section 503 of the Rehabilitation Act (supporting individuals with disabilities) and the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) (protecting covered veterans). We also ensure our employment practices comply with all applicable regulations, including E-Verify requirements for work eligibility. We are dedicated to fostering a workplace where all individuals have the opportunity to succeed and grow, in full compliance with federal law.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.