Administrative Coordinator

Position: Administrative Coordinator 

Location: Belgrade, Serbia

Introduction:

GFA Consulting Group is a leading European consulting company working in international development cooperation. Since 1982, GFA has implemented numerous projects and studies in over 130 countries, focusing on topics of global importance. We are dedicated to improving people’s lives around the world and providing technical advisory services to state and non-state actors. We promote sustainability in our international projects as well as at our headquarters in Hamburg because we contribute to achieving the world’s Sustainable Development Goals (SDGs).

Our multinational and multicultural team of professionals is at the heart of our success. 

GFA South East Europe is a Serbian subsidiary of GFA Consulting Group established in 2013. It is engaged in the acquisition of new contracts and implementation of technical assistance projects in designated region. In addition, GFA South East Europe has the function of a regional hub for Western Balkans, Eastern Europe and Central Asia established to deliver measurable value to its clients in high-quality project management by integrating client proximity with operational agility and robust quality assurance. We are looking for an Administrative Coordinator to join our team.

Objective: To carry out tasks within general administrative support and financial management of GFA SEE in Belgrade as well as provide administrative support within the acquisition and management of projects implemented by GFA SEE and/or the Hub.

The Administrative Coordinator reports to the Managing Director and to the Regional Hub Manager. 

Job description

I General administrative support for GFA SEE including Hub

• Management of GFA SEE Office - lease contract management, organization of internet and other services. 
• Manage project office supplies, equipment, and small assets, ensuring proper inventory tracking.
• Track record of inventory of office equipment.
• Ensure smooth day-to-day operations of the project office in line with internal procedures.
• Organize the compliance with office health and safety requirements in coordination with external advisors.
• Management of all documents (contracts, administrative documents, resolutions, etc.) according to internal procedures.
• Maintain an updated overview of service providers and contracts.
• Organize translation of documents.
• Support alignment with the Law on Archival Material and Archival Activity.
• Coordinate with vendors regarding delivery schedules, payments, and documentation.
• Collection of administrative documents for tenders, including certificates from institutions.
• Management of travel cost requests of employees.
• Arrangement of travels in Serbia and abroad for employees.
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II Financial support for GFA SEE including Hub

• Financial administration.
• Verify the accuracy and completeness of incoming invoices, payment requests, and all accompanying documentation.
• Manage petty cash disbursement, maintain petty cash trackers, and conduct monthly reconciliation.
• Prepare outgoing invoices. 
• Collect, check, and archive all financial evidence in coordination with accounting.
• Assist in the preparation of financial reports by providing accurate administrative and financial data.
• Preparation of documents for the annual assembly of owners and record keeping.
• Communication with the bank. Collection and filing all bank documentation.
• Communication with the tax administration in coordination with accounting.

III Administrative support for projects

• Regular screening of donor portals for new tenders
• Preparing administrative documents for tender applications
• For projects managed by SEE as Lead company: Organize logistics for expert missions, workshops, trainings, and study visits (travel arrangements, accommodation, venues, participant management).
• For projects managed by SEE as Lead company: Prepare and distribute workshop and study visit materials, registrations, lists of participants, and promo materials. 
• Management of expert contracts, review of invoices and payments
• Management of project costs 

IV Administrative support for projects managed by the Hub

• Advising Project Managers in AC tasks in project management according to the “Overview of Administrative coordinator (AC) tasks in Project Management in the Hubs
• Complete necessary trainings and onboardings and participate in activities organised by the Hub Manager /Regional Manager of GFA GCG upon request

Requirements:

Technical Qualification

• Completed university studies (bachelor degree or equivalent). Degree in economics is an advantage.
• At least 5 years of professional experience on similar tasks working on administration and financial management in Serbia, preferably in international context.
• Experience in the development cooperation consulting sector is an advantage.
• Familiarity with the procedures of the European and/or German donors (EU IPA, EIB, EBRD, GIZ, KfW) is an advantage
  Full proficiency in written and spoken English.
• IT skills: very good user knowledge in MS-Office, especially Word, Outlook, Excel, PowerPoint as well as secure handling of databases.

Personal/Social Skills

Flexibility and curiosity are personal qualities that all employees in an international and dynamic company like GFA should bring with them. The daily work is characterised by a high-quality standard with tight deadlines. This requires pronounced teamwork, motivation for high-level performance as well as a binding communication behaviour. For this position, the following competencies are mutually important:

• Pronounced problem-solving behaviour, analytical thinking, and quick perception.
• Willingness to take on responsibility within a defined framework.
• Very good organizational and structuring skills.
• Independent and result-oriented working method combined with a high-quality awareness.
• Ability to think in networks.
• Political awareness and intercultural competence.
• Enjoyment in the development of new subject areas.
• Efficient time management.
• Team work.
• Excellent communication and social skills.

Interested candidates are invited to submit their CV, a motivation letter, and a recommendation letter.

Please note that only shortlisted candidates will be invited to an interview. All applicants will be informed of the outcome of the selection procedure.

Expected commencement date: August/September 2026