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About the Role

The IFSH (Institute for Peace Research and Security Policy) is seeking an Office Assistant (m/f/d) for its Berlin office. This role involves approximately 10 hours per week, compensated as a minor employment (Minijob). The position is initially limited to twelve months, with the possibility of continued employment. The office assistant will support the office management and coordinator with administrative and organizational tasks, ensuring the smooth daily operation of the office.

Responsibilities

Support the office management and coordinator in organizing daily office operations and communication (German/English).
Assist with meetings and events, including room preparation, guest support, and catering.
Manage incoming and outgoing mail.
Support invoice processing and procurement (quotes, price comparisons, orders) and maintain contract and billing documents in coordination with central services in Hamburg.
Organize inventory of office and consumable supplies (stationery, sanitary items).
Coordinate external service providers for facility management (caretakers, tradespeople, suppliers, etc.).
Assist with IT infrastructure organization in coordination with the office coordinator and the IT department in Hamburg (procurement, supportive maintenance, and installation measures).
Organize office and storage areas, including basement material storage, reception area, and conference room.
Coordinate cleaning and minor maintenance tasks such as watering plants, general cleanliness checks, and maintenance of kitchen appliances.
Support the implementation of space planning and utilization.
Undertake other comparable tasks related to the office as needed.

Requirements

Very good German language skills and basic English language skills.
Familiarity with standard MS Office applications (Outlook, Teams, Word, Excel).
Basic IT knowledge and proficiency with standard office equipment (printers, copiers, scanners, telephone system).
Enjoyment of recurring tasks and willingness to conscientiously learn internal procedures.
Independent, conscientious, and reliable work ethic.
Team player and service-oriented.
Some degree of flexibility and willingness to occasionally support events outside of regular office hours after prior agreement.

Skills

MS Office
Basic IT knowledge
Office equipment operation
Organizational skills
Communication skills (German/English)

Location

Berlin

Work Type

Part-time
Minor employment (Minijob)

Experience Level

Entry-level
Previous office experience is desirable

Benefits

Individual professional development opportunities within IFSH's personnel development program
Flexible working hours
Collective agreement-based performance pay in the form of a tax-free benefits card

About the Company

The IFSH (Institute for Peace Research and Security Policy) researches the conditions for peace and security globally, regionally, and locally.
The institute analyzes complex challenges in peace and security policy from various disciplinary perspectives under fundamentally changing conditions.
It combines fundamental scientific research with analyses of current security policy events and offers practice-relevant recommendations for politics and society.
The Berlin office has been making IFSH's research visible to politics and society since 2019 and regularly organizes events.

Equal Opportunity

IFSH aims to promote the professional advancement of women and is particularly interested in applications from women in areas where they are underrepresented.
Severely disabled individuals are expressly encouraged to apply.