Administrative Coordinator (m-f-d)

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.

Working Experience and Skills:

• 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. …