Office Assistant (m/f/d) – Berlin Office (Minijob)

The IFSH researches the conditions of peace and security - globally, regionally and locally. We analyse the complex challenges of peace and security policy under fundamentally changing conditions from various specialist perspectives. We combine basic scientific research with analyses of current security policy events and offer practical recommendations for politics and society.

For our Berlin Office, we are seeking to appoint a Part-Time Office Assistant (m/f/d) at the earliest possible date.The position comprises approximately 10 hours per week and is offered as marginal part-time employment (Minijob). The place of work is Berlin. The position is initially limited to twelve months without an objective reason for the fixed-term contract. Continued employment beyond the initial fixed term may be possible in principle.

• Supporting the Head of the Berlin Office and the Office Coordinator with the organisation of day-to-day office operations and internal and external office communication in German and English
• Supporting meetings and events, including room preparation and welcoming and catering for guests
• Managing incoming and outgoing mail
• Supporting invoice processing and procurement procedures, including obtaining quotations, comparing prices, and placing orders, as well as maintaining contractual and invoicing records in coordination with the Central Services team in Hamburg
• Managing stocks of office and consumable supplies, including stationery and sanitary supplies
• Coordinating external service providers for office and facilities management, including caretakers, tradespeople, suppliers, and other service providers
• Supporting the organisation and maintenance of the IT infrastructure in coordination with the Office Coordinator and the IT Department in Hamburg, including procurement as well as assisting with maintenance and installation activities
• Organising and maintaining office and storage areas, including the basement and materials storage, as well as the reception area and conference room
• Coordinating cleaning and minor maintenance activities, including watering office plants, monitoring general cleanliness, and supporting the maintenance and upkeep of kitchen appliances and equipment
• Supporting the planning and coordination of office space and its use
• Taking on other comparable tasks relating to the operation of the office, as required

• You have very good German and basic English language skills.
• You are familiar with common Microsoft Office applications, including Outlook, Teams, Word, and Excel.
• You have basic IT skills and are confident using common office equipment, such as printers, photocopiers, scanners, and telephone systems.
• You enjoy working on recurring tasks and are willing to familiarise yourself carefully and reliably with internal procedures and processes.
• You work independently, conscientiously, and reliably.
• You are a team player with a strong service-oriented approach.
• You demonstrate a degree of flexibility in terms of working hours and are willing, with prior agreement, to occasionally support events outside regular office hours.
• Previous professional experience in an office environment is desirable.