Office assistant (m/f/x)

Berlin

European Citizen Science Association (ECSA)

Join ECSA and contribute to advancing science in a democratic and inclusive manner. Work within a collegial, committed, and international team at a non-profit organisation.

ECSA Mission: To empower science and civil society by fostering citizen participation. We establish infrastructures, facilitate knowledge exchange, and engage in projects that leverage or benefit from citizen science. Through capacity-building activities and research, ECSA champions the citizen science movement across Europe.

Role Overview: Office assistant
Job Advertisement Number: 01/2025

Employment Details:

• Working Hours/Salary: 70% full-time equivalent; compensation according to
• TV-L 8, Land of Berlin collective agreement.
• Duration: April 2025 - March 2026, with potential for extension.
• Location: ECSA Headquarters, Museum für Naturkunde Berlin

Responsibilities:

• Manage timesheets, travel requests, purchase orders, and reimbursements with speed and accuracy.
• Support the admin side of projects coordinated by ECSA, including tracking documents and deadlines.
• Maintain accurate employee records and update financial data.
• Coordinate event logistics such as venues, catering, and participant registrations.
• Oversee onboarding processes, ensuring smooth integration of new team members.
• Handle office needs, including ordering supplies, printing, and maintaining workflows.
• Maintain and improve templates, financial overviews, and project tracking in Excel/Google Sheets.
• Identify and implement improvements to simplify and optimise our admin processes.
• Act as the first point of contact for the office, responding to general inquiries from individuals, organisations, and stakeholders, and directing them as needed.
• Identify opportunities to improve office processes and implement more efficient workflows.

Requirements:

• Strong skills in Excel (formulas, pivot tables, data tracking).
• Hands-on experience in office administration and process optimisation.
• Organised, independent, and solution-oriented working style.
• Service mindset and clear communication skills.
• Fluent in English; German is a plus.

ECSA Offers:

• A dynamic, international work environment with flexible hours and remote work options.
• A supportive team and a role with real impact.
• Opportunities for growth and professional development.

Diversity Statement: We encourage applications from individuals of all backgrounds, ages, ethnicities, genders, languages, religions, disabilities, and sexual orientations.

Application Process: Please submit a CV and a cover letter detailing your motivation and suitability for the role, addressing the requirements specified above.
Include certificates and work references (if applicable) in a single PDF file by 24.03.2025 quoting job advertisement number: 01/2025. Send your application to job@ecsa.ngo.