Administration and Finance Officer (Junior position)

OII Europe – Organisation Intersex International Europe e.V. – is the European intersex umbrella organisation, working for the equality and the protection of human rights of intersex people, also known as persons with variations of sex characteristics, and their families in Europe, Central Asia, and the Maghreb region. OII Europe is intersex-led. The organisation was established in 2012 as network of national intersex-led organisations. In 2015, Organisation Intersex International Europe e.V. was founded as a continuation of this network and is, since 2016, registered as a non-profit NGO based in Germany. Currently OII Europe has members in 24 countries across Europe, Central Asia, and the Maghreb region. OII Europe’s funder base is diverse: Our funders and collaboration partners include the European Commission, private and public funders based in the US, the UK, and Germany. Currently, OII Europe receives funding of around 600.000 EUR per year.

As Administration and Finance Officer you will carry out tasks related to the administrative and financial operations of the organisation, including, among other tasks:

• serve as a contact point to OII Europe service providers
• administer OII Europe databases in regards to administrative and financial processes (e.g., invoices, contracts, funder agreements, salaries, other day-to-day administration)
• tracking of project and operational expenditures and revenues
• preparing, together with the Executive Director, project and operational budgets and reports
• tracking and documenting the organisation’s timelines and deadlines
• preparing, based on OII Europe templates, invoices and contracts
• arranging and overseeing the arrangement of travel and accommodation related to OII Europe’s organisational and operational activities
• administering OII Europe’s translation program together with the Awareness Raising and Campaigns Officer
• monitoring developments in Germany in regards to salary scales, inflation rates, health insurance fees, etc.
• assisting the Executive Director in his administrative tasks
• tracking OII Europe’s income and expenditure and, together with the Executive Director, preparing for its EU and general financial audit

While experience in administration and finances is going to be a strong plus, you do not have to have a background in finances. This position is equally open and suited for career changers who fulfill the requirements as described in the Who we are looking for, the Softs Skills you should bring to the job and the Required hard skill sections.

100% part time (equals full time), temporary contract (option to be turned into permanent contract after 1 year depending on available funding)

The successful candidate will need to take residence in Berlin (remote work is an option for the first three months).

Due to the challenges Germany currently faces in issuing new work permits together with the need to fill this position as soon as possible, we will unfortunately not be able to accept your application if you need to apply for a work permit. Should you already have a work permit as a freelancer or with another employer please indicate this in your CV. We are very sad and utterly annoyed about this predicament.

The weekly working time for the 100% position is 40 hours per week.

OII Europe

• remunerates under a salary matrix structure related to TVL West; the monthly gross salary being offered for the post is 3969.- EUR
• offers 24 days annual leave (full time position) and, in addition, end of year leave between 24.12. and 1.1.
• provides in case of relocation, up to 1000 Euro financial support for moving expenses, if needed

What we offer and what you can be sure about
You will
• work in a committed team of professionals that are activists at heart
• be brought on the job via an established process, which in the first year includes an in-depth hand-over, trainings to improve your skills, as well as regular check-ins about your progress
• experience a work culture where the willingness for continuous learning and the ability to do so is considered an important asset for the organisation
• be encouraged to be creative and actively contribute to OII Europe’s work within the limits of OII Europe’s organisational requirements
• have internal policies available that clarify hierarchies and structures as well as your rights and duties as an employee
• receive, provided adequate performance, regular salary increases within a structured salary system starting with your second year at OII Europe (depending on available funding)

While experience in administration and finances is going to be a strong plus, you do not have to have a background in finances. This position is equally open and suited for career changers who fulfill the requirements as described in the Who we are looking for, the Softs Skills you should bring to the job and the Required hard skill sections.

Softs Skills you should bring to the job
• very good to excellent ability to plan, prioritise and organise a complex workload for yourself while also being part of a team
• interest in increasing your knowledge and continuously developing your administrative and financial skills further, including through annual trainings
• understanding that you work in a fast-paced work environment of a European NGO and, depending on your experience, that it is a pacing that you might need to get accustomed to

Required hard skills
• Professional fluency in German and English (C2 German, C1-C2 English, both written and spoken); all 1st and 2nd round interviews will be held in German and English (50%/50%)
• Reliability and strong sense of confidentiality
• Ability to present your work, including budgets, clearly and transparently
• Ability to carry out mathematical calculations (addition, subtraction, multiplication, division, percentages, fractions, decimals, proportions, ratios, means, weighted means, median, mode), for example in the context of translations of different currencies, budget and salary calculations
• Ability to use Microsoft Excel on a basic to medium level; you will work in already set-up OII Europe forms, but you will need to have a sound understanding of basic Excel mathematical functions (sum, sumif, sumifs, subtotal, multiply and similar), basic text and logical functions.
• Ability to manage multiple and competing demands and priorities as well as capacity to work under pressure to meet tight deadlines
• Ability to communicate and be in touch with different type of stakeholders and adapt your communication style accordingly where needed (e.g., funders, community members etc.), based on training that you will receive
• Ability to work on your own as well as part of a team in a fast-paced environment
• Experience in project administration (professional or volunteer)
• Strong understanding and sensitivity to cultural diversity and differences
• Computer literacy (Word, Email, Internet, Zoom etc.)

Knowledge, skills and abilities that are considered a strong asset:
• Experience in grants administration
• Experience in finance administration, including accounting
• Experience with working as part of an international team

If you feel that your qualifications and experiences match our requirements for this position, we are looking forward to receiving your application. Please send all required documents to position@oiieurope.org

Your application should include the following two documents:

1. Curriculum Vitae (no picture please, no birth-date, please indicate your pronoun); Format: PDF; please name it the following way: [Your NAME]_CV_AFO (please use capital letters for your surname); this will help us organise the incoming applications more easily
2. Motivation letter, explaining why you want to work for OII Europe and what you will bring to the organisation and the team; Format: PDF; please name it in the following way: [Your NAME]_Letter_AFO)

The subject line of your email should please state: “Application for the position of FAO”.

OII Europe is committed to respect and fairness without discrimination based on race, ancestry, place of origin, colour, ethnic origin, creed, sex, gender, sexual orientation, gender identity, gender expression, sex characteristics, bodily diversity, record of offences, marital status, family status, parental status, pregnancy, number of dependents, compromised immune or HIV status, illness, socio-economic class, non-visible or visible disability, neuro-diversity, political or religious affiliations, place of residence, citizenship status, age or other status.

OII Europe is committed to fair treatment to all current and potential employees, interns and contractors and aims to ensure that all such individuals receive equal treatment.

Wheelchair Users:
OII Europe’s office is partially accessible for wheelchair users. The building has an elevator and is accessible from the street on ground level. All the rooms in OII Europe’s office are situated on one level and the office doors and corridors are wide; the toilets are on the same level; however, the doors are at the moment unfortunately too narrow to allow access when using a wheelchair.

Other accessibility needs:
We are aware that accessibility needs can be manifold. We would encourage you to be open about possible needs during the interview, so that we can discuss together if OII Europe is able to accommodate those needs at its current stage of development as an organisation