Admin and Office Manager

Part time position in Novi Sad (physical presence required)

Main responsibilities 

• Support the financial department to: 

  • Input financial data on the company accounting system o Prepare time-sheets and collect needed signatures 
  • Collect and record invoices, bills, receipts and other office-related documentation 
  • Collect, assess the correctness of, and appropriately store travel-related documentation 
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• Support admin management during proposal management 
  • Collect partners’ admin details and appropriately upload the on the EC  funding portal 
  • When ABE is leading proposals, collecting all administrative and other input, tracking delivery and following up with partners as needed to provide reminders 
  • When ABE is not leading proposal management, provide ABE’s admin details  to proposal coordinators 
• Prompt travel booking management: 
  • Collect colleagues requests for booking accommodations and transport means for business trips 
  • Identify best quality/price ratio accommodations, flights and/or other  transport means for the colleagues travelling abroad and nationally, using suggestions provided by organizers as well as own research 
  • Complete booking and payments for the selected accommodation and  transport 
  • Send notice and reminder of the upcoming travel details to the colleagues travelling, including all key information relating to travel/accomodation 
• Other tasks (non exhaustive list): 
  • Support the preparation of contracts and other legal documents for the organization 
  • Support colleagues in the preparation of legal documents 
  • Manage and handle interaction with business registry, tax office, and other government offices as well as internet/service providers and office landlord when required (non frequent) 
  • Office management, including ordering and receiving required office supplies 

Requirements 

• Highly detail oriented, self-organizing, and strong planning skills; 
• Strong analytical skills and proficiency knowledge of Microsoft Office tools  (especially excel); 
• At least 3 year experience in similar positions or transferable experience; 
• Experience with admin of EU funded projects is a plus’ 
• High degree of proven professionalism: the ability to communicate courteously and  effectively with partners, neat appearance in physical and online meetings, timely delivery of assigned responsibilities, etc. 
• Self-motivation, capacity to work alone without significant oversight/direction, ability to independently find creative solutions to address issues/problems as the arise, and a good degree of organisation 
• At least B2 level of English written and spoken 

What we offer 

• Above market compensation 
• Positive work atmosphere in Novi Sad, Serbia 
• Opportunity to grow professionally, depending on own initiative and motivation 
• Opportunity to make an impact on regional society, economy, and environment 

How to apply 

• Send your CV
• Only CVs sent will be considered  Evaluation process 
• CVs will be reviewed by the ABE human resources team 
• Shortlisted candidates will be invited for a first online interview that lasts 30 minutes 
• Top three candidates will be invited for a in-person interview in Novi Sad 
• The selected candidate will be announced by end of June at the latest