Operations Officer (m/f/d)

We are looking for a reliable and hands-on Operations Officer (m/f/d) to help keep the International Civil Society Centre running smoothly. You will coordinate a range of operational processes across the organisation, including finance administration, IT, HR administration and governance support, as well as office operations and practical arrangements that enable our team to do its work effectively. 
 
This is a varied role in a small, international organisation. You will work with colleagues across the Centre, external service providers and advisers to ensure that everyday processes are handled carefully, on time and with clear communication. You will also contribute to improving workflows and support event and programme logistics when needed. 
 
The role is suited to someone who enjoys creating the conditions for an organisation to work effectively, can keep track of several tasks at once, and follows things through without needing every step to be directed. We welcome applications from candidates at different stages of their professional journey, including those looking to build on their initial experience and those who already have experience in operational roles. What matters most is a hands-on approach, a willingness to take responsibility, and an interest in supporting a small, international organisation. 
 
The position is planned at 75–100% FTE (30–40 hours per week). We are also open to discussing a job-share arrangement. The Centre operates on a remote-first basis, and the post holder can be based anywhere in Germany, provided they have the right to work in Germany. They should be available to attend in-person meetings in Berlin approximately once a month. 
 
Core Responsibilities 
 
You will coordinate day-to-day operational processes and help colleagues access the systems, information and practical support they need. The balance of tasks may shift with the Centre’s needs and the post holder’s skills. 
 
Operations, IT and Administration 

• Coordinate day-to-day operational processes, maintain practical guidance and look for ways to improve how we work.
• Administer our IT systems, including Microsoft 365, and provide first-line support to colleagues in cooperation with external IT providers.
• Maintain organisational records, documentation and equipment inventories, and support basic data-protection administration.
• Manage the operations budget and support practical arrangements for events, travel and other organisational activities.
• Provide IT support to online events when required
• Coordinate office services and supplies as needed.

 
Finance Administration 

• 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.

 
HR Administration 

• Coordinate routine HR administration for a team of around ten employees, working with the Centre’s external HR service provider and supporting payroll preparation.
• Maintain employee records and HR processes in Personio and help 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.

 
Governance Support 

• 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.

We’re looking for an organised, practical and adaptable colleague who is comfortable taking care of a variety of operational tasks. You communicate clearly, pay attention to detail, and follow through on commitments. You can work independently on established processes, know when to ask for help, and enjoy supporting colleagues across a small team. 
 
These skills are essential for this role: 
 

• Practical experience in operations or operational administration. This can include experience gained through employment, student jobs, internships or volunteering.
• Strong organisational skills, attention to detail and the ability to coordinate tasks, manage competing priorities and follow things through.
• A hands-on, solution-oriented approach, with the ability to work independently while knowing when to ask for guidance.
• Excellent communication skills and the ability to work collaboratively with colleagues and external service providers.
• Confidence using digital tools and systems, and a willingness to learn new software and processes.
• Fluent English and at least intermediate German (B1/B2 or equivalent), particularly for working with documents in German. The ability to communicate with external stakeholders in German would be a strong advantage.
• The right to work in Germany and availability to attend in-person meetings in Berlin approximately once a month.

 
There are other skills that might be beneficial for the role: 
 

• Experience in finance administration or HR administration. Experience in both areas is an advantage.
• Familiarity with tools such as Microsoft 365, Personio, accounting or expense-management systems, and digital payment platforms (we use DATEV Unternehmen Online and Stripe).
• Experience working in a nonprofit or civil society organisation, an international organisation, and/or a remote-first environment would be an advantage.

We are looking for someone who enjoys working collaboratively, supporting colleagues beyond formal processes and contributing to an inclusive working environment. You identify with the Centre’s mission and values, are willing to learn and grow with your responsibilities, and take pride in helping a small, international organisation work effectively. You value diversity, communicate openly and look for practical ways to make a positive difference to support the wider team. 
 
We are committed to building a diverse, inclusive and authentic workplace. If you are excited about this role but your experience does not match every qualification listed, we still encourage you to apply. Practical skills and experience can be gained in different ways, including through volunteering, student jobs and other roles.

We offer 

• Build broad, practical experience across operations, finance, HR and governance, while deepening your understanding of the international civil society sector and developing your skills in a supportive, collaborative team
• The opportunity to be part of a small international and ambitious organisation with enthusiastic and diverse colleagues supporting the world’s largest ICSOs
• Family-friendly and flexible home working arrangements without fixed office time, including working from abroad for agreed periods of time
• Full salary compensation for up to 5 child sick days per child
• Flexible working hours around a core time (10 am – 3 pm) 
• 30 days of annual vacation 
• Financial support towards the Deutschlandticket or Urban Sports Club subscription
• Professional development opportunities, including up to three days off per year for personal development (in addition to 5 days of standard educational leave provided by the law)
• Regular team events on- and offline

 

Job Title:	Operations Officer (m/f/d)
Member of:	Operations Team
Line manager:	Director of Business Development/ Interim Co-Executive Director
Working hours:	30 - 40 hours per week (75-100% FTE). An opportunity for a job share
Location:	Remote-first in Germany, with availability to meet in Berlin approximately once a month. Please note that we cannot support a permanent working arrangement from outside of Germany
Term:	Unlimited contract
Salary:	Internal salary band V, from 30,000 EUR to 42,000 EUR annually for FTE, depending on experience
Starting date:	January or February 2027, another date is possible upon agreement

 
Hiring timeline:  

• 15 November 2026 at 22.00 CET: Application deadline
• 18-23 November 2026: 30-minute online interviews
• 24-26 November 2026: In-person interviews in Berlin
• 27 and 30 November 2026: Contact references and the job offer
• Starting date: ideally, from 1 January or 1 February 2027 or later if requested by the candidate

 
Application  
 
Your application should:  

• consist of a CV and a cover letter with the test task (all in English and in PDF format) expressing your motivation to work with us, suitability for the role, what skills you will contribute to successful delivery. Also, include the salary expectations, suggested number of hours/week and the earliest possible starting date. Together with the cover letter, we expect you to include a small test task below. Make sure to submit the cover letter and the test task as one PDF document.
• include reference contacts, including the name, title, organisation and email address of the person/people who were managing you (if available). Please note that we only contact references for final candidates during the last stage of the recruitment process, and we always inform candidates before doing so.
• refrain from including a photograph, home address, date of birth, marital or family status in your application documents, as we aim to base our evaluation solely on qualifications and experience. 

Practical Task 
The task is designed to help us understand how you approach everyday operational situations. Please spend no more than 30-40 minutes on it. You do not need specialist knowledge of every system or process; we are interested in your practical judgement, prioritisation and communication. If you use AI tools for your task, we ask you to be transparent about it and mention how you used it as a disclaimer or at the end of your test task file. We appreciate it when the test task is written by you rather than by the AI tool and if you do research and sound as specific as possible, e.g. you mention tools that we already use. There is no single correct answer. Please make any assumptions clear and focus on practical steps, sound judgement and clear communication. 
 
1. Prioritising tasks 
It is 10:00 a.m. and you have several tasks to address: 

• A colleague cannot access an important work account.
• An invoice is delayed and needs to be processed urgently.
• A hotel booking for an event next week has not been confirmed.
• Your manager has asked for an updated HR report by the end of the day.
• A colleague reported a potential scam email.

How would you keep track of and prioritise these tasks? Explain your first steps, how you would communicate with the people involved, and what you would do if you could not complete everything that day. 
 
2. Employing a person from outside Germany
From your work experience or through independent research, briefly outline the opportunities for the Centre as a German employer to hire people from other countries. What are the main differences between employing people from within the EU and outside the EU? What key considerations should a German employer be aware of? 
 
Please present your findings as a short, high-level briefing you would share with a line manager. Focus on the most important points rather than detailed legal requirements, and include links to the sources you consulted if you conducted research. 
We are interested in your ability to identify relevant information, understand the practical implications for an employer, and communicate key points clearly and concisely. 
 
3. Checking a supplier invoice 
You receive an invoice from a supplier for 1,250 EUR. The quote you previously received and agreed to was 1,050 EUR. The invoice is due for payment in five days, and you cannot immediately see why the amounts differ. 

• What would you check before taking any further action?
• Draft a short, polite email to the supplier asking them to clarify the difference.
• How would you ensure the issue is followed up?

You do not need to have worked with German finance administration before. We are interested in your attention to detail, practical judgement and ability to communicate clearly and professionally. 
 
Our commitment 
 
Please note that our review process may take some time both before and after the application deadline. Rest assured, we are committed to providing feedback to all candidates, so your patience in awaiting a response is greatly appreciated. 
 
Our commitment to diversity, equity, and inclusion is unwavering. We recruit without discrimination based on factors such as ethnic, national, or social origin, gender, disability, age, or sexual orientation. We believe in creating a welcoming and inclusive environment that values and celebrates the unique perspectives and backgrounds of all individuals, contributing to a stronger and more vibrant organisation. 
 
We look forward to receiving your application!