Office Manager (m/f/d) in Berlin

Vacancy Announcement

Office Manager at the EU-Russia Civil Society Forum

EU-Russia Civil Society Forum e.V. (CSF) (www.eu-russia-csf.org) is looking for an Office Manager (OM) for its Secretariat (100% employment, 16 months). The initial appointment is from 1 September 2023 till 31 December 2024, with the possibility of extension. The CSF Secretariat is based in Berlin, Germany.

The EU-Russia Civil Society Forum, founded in March 2011 and joined by 174 non-governmental organisations across Europe, is a platform for cooperation of civil society organisations with the purpose to develop common positions, increase cooperation between civil society organisations, coordinate their advocacy activities and make their voice stronger in interaction with the general public, governments and other stakeholders. The Board of the EU-Russia Civil Society Forum stands in full solidarity with the people of Ukraine.

Job summary:

We are looking for an Office Manager to take care of our office and administrative matters. Your role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety. Office manager makes sure the office is in perfect shape, all processes are running smoothly and the team’s needs are met.

Job Description/ Main Functions:

• Office management and organisation, optimising office daily operations and internal processes;
• Planning and controlling the workflow in the office, dealing with correspondence, phone, email and in-person enquiries;
• Coordinating appointments and schedules, arranging meetings, bookings, and travel;
• Events’ preparation and logistics for online, offline, hybrid events, including CSF General Assemblies and internal CSF Secretariat events.
• Ordering and maintaining stationery, equipment, other supplies, etc.; maintaining order and cleanliness in the office;
• liaising with the German authorities, relevant contractors/ service provider, donors and stakeholders;
• Organising paperwork, e-documents, working with databases;
• Working closely with the Secretariat’s staff, in particular, with Technical Administrator and the Executive Director.

Requirements / Job Qualification:

• Proven excellent management and organisational skills, events management experience.
• Strong communication and relationship skills, team orientation and initiative.
• Independent working style, flexibility, efficiency in meeting the goals, ability to multitask and work well under pressure.
• Ability to prioritise and plan effectively, responsibility and productivity.
• Basic IT skills.
• Strong problem-solving abilities.
• Excellent German and English, knowledge of Russian desirable.
• Personnel management training is a plus.
• Valid work permit for Germany is strongly desired for applying.

We offer:

• Full-time employment (40 hours per week) at the CSF Secretariat in Berlin as of September 2023 (16 months, with a possibility of extension).
• Interesting job in a growing and innovative international NGO, involving interaction with leading non-governmental actors.
• Friendly, intercultural working atmosphere in our office in Berlin-Wedding.
• Competitive salary. Accommodation/ potential relocation and other related costs are borne by the candidate.

How to apply:

Please submit your application until 13 August 2023 (letter of motivation, two references’ contacts and a CV in one pdf file) or send it to office@eu-russia-csf.org.

The interviews will be conducted during the week of 14 August 2023 in Berlin or online. The introduction will take place through the first working week.