Project & Office Manager

About

We are looking for a detail-oriented Project & Office Manager to join our team on a part-time basis (20 hours/week). This role combines project and document-flow support with day-to-day office and event management.

What the tasks involve:

Project & document administration:

• Supporting financial reporting processes (collecting and preparing documents, maintaining the contracts register, flagging missing items)
• Assisting with expense documentation (credit card reports, travel and accommodation reimbursements)
• Managing project documentation (invoices, contracts, reports, and related materials)
• Coordinating with external parties (experts, partners, service providers, event venues)
• Maintaining contact databases and project files
• Logistics arrangements and booking, procurement procedures and documentation

Office & event management:

• Acting as the main point of contact for building, rental and service matters (landlord, utilities, IT support etc.)
• Organising and supporting events (on-site assistance, technical setup, recordings and livestreams)
• Procuring office supplies and equipment as needed (stationery, consumables, furniture, kitchenware)
• Maintaining the office calendar and tracking staff timesheets, leave, and sick day registrations

You might be just who we are looking for if you:

• Have experience in administrative work, document management, or office coordination
• Genuinely enjoy working with documents and structured processes — this role is built around them, and that's a feature, not a bug
• Speak German at B2 level or above
• Have conversational Belarusian or Russian
• Speak English (fluent English - a strong asset; A2 is the minimum requirement)
• Are very comfortable and generally confident with technology, digital tools, systems, software and hardware
• Have unrestricted access to the Austrian labour market (RWR+, permanent residency, or Austrian citizenship)
• Are available for a standard employment contract and a continuing work in our Vienna office

What we offer:

• Part-time position (20 hours/week) with an employment contract
• The opportunity to work in a quasi-international organization that offers tax benefits for employees
• A multilateral and diverse work environment
• Work in the fied of of societal engagement and sustainable development
• Salary of € 1.791/month (gross), including Christmas bonus (Weihnachtsgeld, 13th salary) and vacation pay (Urlaubsgeld, 14th salary)
• health insurance (ÖGK) and pension contributions (Vorsorgekasse) due to Austrian law
• Flexitime arrangement (Gleitzeitvereinbarung)
• Partial home office possible, upon agreement
• Paid leave as per Austrian labour law, calculated proportionally based on your agreed working days per week
• Spacious office space in the center of Vienna