Office Manager (m/f/d) - EG8 TV-AVH - Part-Time 60%

The Institute for Peace Research and Security Policy at the University of Hamburg has been investigating the conditions for peace and security – on a global, regional and local scale – since 1971. The IFSH aims to contribute actively to peace by conducting outstanding and innovative research. Transferring knowledge from research to politics and society is a fundamental part of the institute's work.

We currently employ around 70 colleagues in research, transfer, teaching and administration at our locations in Hamburg and Berlin. Thanks to funding from the City of Hamburg, we are expanding our science and service teams significantly as part of a growth strategy for the coming years. The IFSH is an international and diverse institution. We combine a culture of openness, agility and short communication channels with the reputation of an established and well-connected research institution.

To support our Hamburg location, we are looking for an Office Manager (m/f/d) who forms the organizational backbone of our Institute’s operations. The position is graded at EG 8 under the TV-AVH collective agreement, is to be filled at the earliest possible date on a part-time basis at 60%, and is a fully on-site role based in Hamburg.

Working together in a small team, you will be responsible for the central administrative processes of the office, serve as the first point of contact for guests, staff, and external partners, and ensure that information, communication, and processes run efficiently, professionally, and in a service-oriented manner.

• Organization and coordination of day-to-day office operations and office communications; support for the institute’s management; and ensuring a professional reception and office environment.
• Handling and forwarding incoming calls (German/English) via the institute’s central phone number; welcoming external guests.
• Organization of incoming and outgoing mail as well as support for meetings and small events (room setup, guest support, beverage coordination).
• Support in invoice processing and procurement processes (obtaining quotes, price comparisons, ordering) as well as maintaining contract and billing documentation.
• Organization of office and consumable supplies as well as basic technical equipment.
• Coordination of external service providers related to facilities and space management (caretakers, property management, tradespeople, furniture suppliers, etc.).
• Preparation of workstations for new employees.

• Completed commercial/administrative vocational training or a comparable qualification (e.g.office management, public administration clerk, industrial clerk).
• Professional experience in office organization, reception, and/or administrative services.
• Confident user of MS Office.
• Basic knowledge of invoice processing and procurement procedures.
• Strong service orientation, excellent communication skills, and a personable, professional demeanor.
• Very good command of German and good command of English, both written and spoken.
• Structured, reliable, and independent working style.