Administration and Accounting Officer

We are seeking for

The role of Administrative and Accounting Officer (part-time 60%) involves supporting the team with project coordination, operations, and administrative tasks. Responsibilities include planning, organizing, and managing office operations to ensure the smooth execution of regional projects. This includes financial management, bookkeeping, administrative processes, and working closely with the Regional Director to address operational and administrative issues.

Your Responsibilities

Administration Support

• Schedule appointments and manage calendars for the Regional Director and team members.
• Provide reminders and ad-hoc support to the Managing and Regional Director.
• Handle travel arrangements (tickets, visas, invitations) and reconcile costs in the finance system.
• Update the employee insurance list (Zurich insurance).
• Manage and safeguard confidential and sensitive information.
• Coordinate logistics for internal and external events, including scheduling, booking venues, visa applications, and preparing materials.
• Send registered packages.

Accounting and Finance

• Process and oversee payments, expenses, and filing of financial documents, ensuring accurate and timely handling.
• Assist in reconciling project costs and expenses, ensuring timely and accurate processing of accounts payable and receivable in QuickBooks.

Office Administration

• Oversee office equipment and inventory, asset management, and supplier relationships.

Human Resources

• Support hiring processes, including onboarding and exit procedures.
• Organize team-building events and support talent development initiatives, such as internships with partners and universities.

Information and Technology

• Liaise with IT support, manage IT equipment purchases, and maintain IT and telecommunications contracts.
• Coordinate IT requests with Bechtle (e.g., adding/removing employees from SharePoint/Teams).
• Manage global user access to software platforms.

Your qualifications

• Excellent written and spoken English and German.
• Proven experience with accounting tasks such as payment processing and record keeping.
• Proficiency in Microsoft Office.
• High attention to detail and ability to manage multiple tasks efficiently.
• Strong organizational and time management skills.
• Ability to work independently and as part of a team.
• Experience in event coordination and travel arrangement is a plus.

We offer

• The chance to make a true difference by being part of a purpose-driven non-profit organization with global reach and impact.
• A competitive salary and compensation package, and opportunities for professional development.
• An international team, culture and dynamic environment.
• Modern offices with great facilities and location, flexible working hours, and the general opportunity to work remotely.

Contact

Qualified candidates should apply with a cover letter; a detailed, up-to-date CV; details of three referees; and their email contacts. Applications should be addressed to help.germany@kuehne-foundation.org as well as to klu-jobs@m.personio.de with the subject clearly marked with the respective position to reach us on or before the 31 January 2025. Only short-listed candidates will be contacted. As an employer, HELP Logistics stands for equal opportunity and we are committed to diversity in our teams. We believe that you can make a valuable contribution to HELP Logistics and look forward to receiving your application.