Administrative Coordinator (m-f-d) in Bonn

• Act as the primary administrative focal point for the Communications Unit and coordinate processes that require input, review, or approval from Procurement, Legal, Finance, People & Culture, IT, and other internal functions.
• Provide day-to-day administrative support to the Communications Director.
• Maintain clear administrative records and filing structures for unit contracts, procurement files, purchase orders, invoices, approvals, supplier documentation, and other key records.
• Coordinate office and operational needs, including equipment, access, supplies, and other administrative requirements.
• Manage the administrative stages of procurement processes from request initiation through approval and completion, ensuring compliance with procedures.
• Support supplier sourcing and quotation processes by collecting offers, maintaining comparison records, and coordinating with Procurement and budget owners.
• Maintain procurement and supplier trackers and proactively follow up on approvals, documentation, and pending actions.
• Coordinate contract administration, including statements of work, amendments, and agreements, ensuring documentation is complete and processed correctly.
• Liaise with Legal, Procurement, budget owners, and suppliers to facilitate contract reviews, approvals, revisions, and signature processes.
• Maintain a central contract register and monitor key contract milestones, renewal dates, and related records.
• Support budget administration by tracking expenditures, purchase orders, invoices, commitments, and budget-related documentation.
• Coordinate invoice processing, payment follow-ups, travel expenses, reimbursements, and corporate card documentation.
• Organize meetings, workshops, conferences, and other unit events, including agendas, logistics, registrations, documentation, minutes, and follow-up actions.
• Coordinate travel arrangements and manage outsourced services such as translations, including supplier coordination, delivery tracking, and invoice administration.
• Provide administrative guidance to Student Assistants, handle confidential financial and contractual information with discretion, and support additional projects and administrative tasks as required.

• University degree, vocational qualification, or equivalent professional experience in administration, business administration, finance, procurement, project administration, or a related field.

Working Experience and Skills:

• At least 2 years of relevant professional experience in an administrative, operations, team assistant, or coordination role.
• Hands-on experience with procurement administration, supplier onboarding, contract administration, purchase orders, invoice/payment processing, and budget or expenditure tracking.
• Experience navigating cross-functional approval processes and coordinating effectively with functions such as Procurement, Legal, and Finance.
• Strong administrative and organizational skills, with the ability to manage multiple requests, deadlines, and process steps simultaneously and follow them through to completion.
• High level of diligence, accuracy, and attention to detail, particularly when handling financial data, contracts, invoices, supplier information, and approvals.
• Ability to maintain structured records, trackers, and filing systems and ensure documentation is complete and audit-ready.
• Confidence in communicating with external suppliers and internal stakeholders, resolving routine administrative issues, and escalating exceptions appropriately.
• Experience with travel, meeting, and event administration in an international working environment.
• Service-oriented, proactive, and solutions-focused approach to work, with sound judgment and discretion when handling confidential information.
• Experience in administrative project coordination is an advantage.
• Good command of standard MS Office applications, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with procurement, SAP, invoice-processing, document-management, or similar enterprise systems is highly desirable.
• Ability to work confidently with spreadsheets and trackers for budgets, purchase orders, contracts, and invoice status.
• Fluency in English (spoken and written).
• Clear, professional verbal and written communication skills and the ability to interact effectively with colleagues and suppliers across functions and countries.