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Administrative Coordinator (m-f-d)
Job Location:
Monthly Salary:
Posted:
22 October 2026 (2 days ago)
Posted:
Application Deadline:
19 January 2027
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
The Scope
To provide comprehensive administrative and operational support to the Communications Director and Communications Unit with particular responsibility for coordinating internal processes across Procurement Legal Finance and other corporate functions including supplier administration contracts purchase orders invoices payments budget administration travel meetings and records management. The role is primarily administrative and process -focused.
Main Roles & Responsibilities
- Act as the primary administrative focal point for the Communications Unit and coordinate processes that require input review or approval from Procurement Legal Finance People & Culture IT and other internal functions.
- Provide day-to-day administrative support to the Communications Director.
- Maintain clear administrative records and filing structures for unit contracts procurement files purchase orders invoices approvals supplier documentation and other key records.
- Coordinate office and operational needs including equipment access supplies and other administrative requirements.
- Manage the administrative stages of procurement processes from request initiation through approval and completion ensuring compliance with procedures.
- Support supplier sourcing and quotation processes by collecting offers maintaining comparison records and coordinating with Procurement and budget owners.
- Maintain procurement and supplier trackers and proactively follow up on approvals documentation and pending actions.
- Coordinate contract administration including statements of work amendments and agreements ensuring documentation is complete and processed correctly.
- Liaise with Legal Procurement budget owners and suppliers to facilitate contract reviews approvals revisions and signature processes.
- Maintain a central contract register and monitor key contract milestones renewal dates and related records.
- Support budget administration by tracking expenditures purchase orders invoices commitments and budget-related documentation.
- Coordinate invoice processing payment follow-ups travel expenses reimbursements and corporate card documentation.
- Organize meetings workshops conferences and other unit events including agendas logistics registrations documentation minutes and follow-up actions.
- Coordinate travel arrangements and manage outsourced services such as translations including supplier coordination delivery tracking and invoice administration.
- Provide administrative guidance to Student Assistants handle confidential financial and contractual information with discretion and support additional projects and administrative tasks as required.
Your profile
Education and Training:
- University degree vocational qualification or equivalent professional experience in administration business administration finance procurement project administration or a related field.
- At least 2 years of relevant professional experience in an administrative operations team assistant or coordination role.
- Hands-on experience with procurement administration supplier onboarding contract administration purchase orders invoice/payment processing and budget or expenditure tracking.
- Experience navigating cross-functional approval processes and coordinating effectively with functions such as Procurement Legal and Finance.
- Strong administrative and organizational skills with the ability to manage multiple requests deadlines and process steps simultaneously and follow them through to completion.
- High level of diligence accuracy and attention to detail particularly when handling financial data contracts invoices supplier information and approvals.
- Ability to maintain structured records trackers and filing systems and ensure documentation is complete and audit-ready.
- Confidence in communicating with external suppliers and internal stakeholders resolving routine administrative issues and escalating exceptions appropriately.
- Experience with travel meeting and event administration in an international working environment.
- Service-oriented proactive and solutions-focused approach to work with sound judgment and discretion when handling confidential information.
- Experience in administrative project coordination is an advantage.
- Good command of standard MS Office applications particularly Outlook Word Excel PowerPoint and Teams.
- Experience with procurement SAP invoice-processing document-management or similar enterprise systems is highly desirable.
- Ability to work confidently with spreadsheets and trackers for budgets purchase orders contracts and invoice status.
- Fluency in English (spoken and written).
- Clear professional verbal and written communication skills and the ability to interact effectively with colleagues and suppliers across functions and countries.
Why us
- Be part of a globally respected organization shaping the future of sustainable forestry.
- Work with a diverse international team representing 60 nationalities.
- Join a global FSC community of over 400 forest stewards.
- Enjoy meaningful professional development opportunities and continuous learning.
- Live and work in Bonn Germany a vibrant international city and UN hub close to nature.
- Benefit from 30 days of annual leave flexible work arrangements and a healthy work-life balance.
- Relocation support available if applicable
The Fine Print
Location: Bonn Germany.
Working Hours: Full time - 40 hours per week.
Duration of Employment: Temporary contract - 2 years (extension possible subject to satisfactory performance)
Starting Date: As soon as possible.
How to Apply
Ready to make a difference Join FSC and help shape a sustainable future. Dont delay - apply now!
- Please apply via our website by submitting your CV in English.
- Please do not send any photos of yourself.
- Applications will be reviewed on a rolling basis.
We will confirm receipt of your application. Should you not receive a confirmation of receipt please check your spam filter and if you cannot find it there contact us at
Please be informed that by applying for this position you automatically accept our Data Protection Information on processing your personal data.
We are looking forward to your application!
About us
Welcome to FSC!
The Forest Stewardship Council (FSC) is a globally recognized non-profit organization at the forefront of promoting sustainable forestry. With over 150 million hectares of certified forests and a trusted reputation among NGOs consumers and businesses FSC is leading the way in ensuring the long-term health and resilience of the worlds forests.
The Forest Stewardship Council (FSC) is a globally recognized non-profit organization at the forefront of promoting sustainable forestry. With over 150 million hectares of certified forests and a trusted reputation among NGOs consumers and businesses FSC is leading the way in ensuring the long-term health and resilience of the worlds forests.
Required Experience:
IC
About Company
Welcome to FSC! The Forest Stewardship Council (FSC) is a globally recognized non-profit organization at the forefront of promoting sustainable forestry. With over 150 million hectares of certified forests and a trusted reputation among NGOs, consumers, and businesses, FSC is leading ... View more
