Office Administrator

We are seeking an experienced Office Administrator with a minimum of five years of relevant work experience to manage the day-to-day operations of the office. The Office Administrator efficiently and reliably manages all aspects of the office’s administration according to internal guidelines, processes and local legal requirements, including financial management, bookkeeping, internal organization, HR administration, procurement, IT and other topics. Under the supervision of the Office Director, the Office Administrator manages the office's affairs independently and with attention to detail, while maintaining strict confidentiality. The position includes the following tasks:

Key Responsibilities

Financial Management, HR Processes and Procurement

• Bookkeeping (incl. VAT claims), financial management and supporting the office director with budget planning
• Liaise with head of accounting at headquarters and external auditor at year end
• Maintain office inventory and procurements in line with guidelines and maintaining supplier contracts (incl. annual KYC checks)
• Petty cash, travel claims of local staff, effect payments and ensuring integrity of the office financials
• Assist with new employee onboarding
• Maintain payroll in collaboration with external payroll service provider, ensuring payments, dealing with staff issues, and ensuring consistent adherence to guidelines and regulations
• Support office director with office management, rental agreements, inventory, telephone systems and all office related administration
• Responsible for maintaining the Local Administration Handbook, the Local Employment Handbook, and the Local Security Manual

Administration

• Editing and writing of official correspondence, presentations and able to list tabular representations
• Support office director in ensuring that security infrastructure standards are implemented and maintained, and ensure that staff, visitors, and new staff are familiar with and compliant; deal with any security / safety breach
• Support the office manager in organizing business trips for colleagues
• Coordinate post, manage and organize financial filing in paper and electronic format
• Support the office with IT queries and IT infrastructure (in close cooperation with an external IT Consultant and IT department in Frankfurt)
• Support the team with meeting arrangements, install technical equipment, provide drinks and snacks, or organize catering if necessary
• Contribute ideas and content as well as administer these with service providers to maintain office’s public relations, including social media (Instagram) and print materials
• Support the office manager if necessary for shopping for the office, collections, deliveries as well as other occasional driving services

• Completed training/diploma in Office Management or Business Administration.
• Minimum 5 years of relevant professional experience in office administration or a related field.
• Excellent command of written and spoken English (German is an advantage).
• Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong organizational and administrative skills, with the ability to work independently and accurately.
• Service-oriented, proactive, and flexible with a hands-on approach.
• Highly motivated, eager to learn, and collaborative team player.
• Valid driver’s license required.

Closing date: 02 September 2025