Operations Officer (m/f/d)

International Civil Society Centre

2d • Remote

About The Position

The Operations Officer coordinates operational processes across the International Civil Society Centre, including operations, IT, finance administration, HR administration, governance support and office operations. The role helps colleagues access the systems, information and practical support they need, maintains organisational records and guidance, and contributes to improving workflows. It also involves coordinating event, travel and other organisational arrangements and supporting online events when required. The balance of tasks may shift with the Centre’s needs and the post holder’s skills.

The post holder administers IT systems, including Microsoft 365, and provides first-line support in cooperation with external IT providers. Finance duties include processing invoices and payments, preparing bookkeeping records, supporting accounts payable and receivable, reconciling banking and credit-card records, and following up on outstanding items. HR duties include routine administration for a team of around ten employees, payroll preparation with an external provider, maintaining records and processes in Personio, and supporting recruitment, onboarding, offboarding, staff development and wellbeing. Governance support includes organising Board of Trustees, shareholder and Board Chair meetings, maintaining records, liaising with the notary public when needed and monitoring the related budget.

This is a varied role in a small, international organisation. The Centre is remote-first; the post holder may be based anywhere in Germany, must have the right to work in Germany, and must be available to attend in-person meetings in Berlin approximately once a month. The position is 75–100% FTE (30–40 hours per week), with a job-share arrangement open for discussion. It is an unlimited contract. The salary is in internal band V, from EUR 30,000 to EUR 42,000 annually for FTE, depending on experience. The intended start is January or February 2027, with another date possible by agreement.

The Centre offers broad practical experience across operations, finance, HR and governance in a supportive, collaborative team. Benefits and arrangements include family-friendly and flexible home working, agreed periods of working from abroad, full salary compensation for up to five child-sick days per child, flexible hours around core time of 10 a.m.–3 p.m., 30 days of annual vacation, financial support towards a Deutschlandticket or Urban Sports Club subscription, professional development opportunities including up to three additional personal-development days annually, and regular online and in-person team events.

Requirements

• Practical experience in operations or operational administration, which may come from employment, student jobs, internships or volunteering.
• Strong organisational skills, attention to detail, and ability to coordinate tasks, manage competing priorities and follow through.
• A hands-on, solution-oriented approach and ability to work independently while knowing when to ask for guidance.
• Excellent communication skills and ability to work collaboratively with colleagues and external service providers.
• Confidence using digital tools and systems, and willingness to learn new software and processes.
• Fluent English and at least intermediate German (B1/B2 or equivalent), particularly for working with German-language documents.
• Right to work in Germany.
• Availability to attend in-person meetings in Berlin approximately once a month.
• Interest in supporting a small, international organisation and willingness to learn and grow with the responsibilities.
• Collaborative approach, open communication, and commitment to an inclusive working environment.

Nice To Haves

• Experience in finance administration or HR administration; experience in both is an advantage.
• Familiarity with Microsoft 365, Personio, accounting or expense-management systems, and digital payment platforms such as DATEV Unternehmen Online and Stripe.
• Experience in a nonprofit or civil society organisation, an international organisation, and/or a remote-first environment.
• Ability to communicate with external stakeholders in German is a strong advantage.

Responsibilities

• Coordinate day-to-day operational processes, maintain practical guidance and identify ways to improve workflows.
• Administer IT systems, including Microsoft 365, and provide first-line support in cooperation with external IT providers.
• Maintain organisational records, documentation and equipment inventories, and support basic data-protection administration.
• Manage the operations budget and coordinate practical arrangements for events, travel and other organisational activities.
• Provide IT support for online events when required.
• Coordinate office services and supplies as needed.
• Process invoices and payments and prepare records for bookkeeping.
• Support accounts payable and receivable, including Stripe transactions, and reconcile banking and credit-card records.
• Maintain accurate financial documentation and follow up on outstanding items.
• Coordinate routine HR administration for a team of around ten employees, work with the external HR service provider and support payroll preparation.
• Maintain employee records and HR processes in Personio and keep workflows organised and up to date.
• Support recruitment, onboarding and offboarding, including job adverts, contracts and related documentation.
• Coordinate staff surveys, training and development activities, team events and other employee-related arrangements.
• Support staff wellbeing and the implementation of workplace health and safety measures.
• Organise meetings of the Board of Trustees, shareholders and Board Chair, including preparation and follow-up.
• Support shareholder administration and liaise with the Centre’s notary public when needed.
• Maintain governance records and monitor the related budget.

Benefits

• Family-friendly and flexible home working arrangements without fixed office time, including working from abroad for agreed periods.
• Full salary compensation for up to five child-sick days per child.
• Flexible working hours around core time (10 a.m.–3 p.m.).
• 30 days of annual vacation.
• Financial support towards a Deutschlandticket or Urban Sports Club subscription.
• Professional development opportunities, including up to three days off per year for personal development, in addition to five days of standard educational leave provided by law.
• Regular team events on- and offline.
• Broad practical experience across operations, finance, HR and governance, and opportunities to deepen understanding of the international civil society sector and develop skills.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed