The team at OPM-Europe seeks to appoint a Projects and Office Coordinator on a 12-month fixed-term basis. This position is based in our Berlin office.  

We are an international development consultancy working to improve lives through sustainable policy change in low- and middle-income countries. Our vision is for fair public policy that benefits both people and the planet.

Through our global network of offices, we work in partnership with national stakeholders and decision makers to research, design, implement and evaluate impactful public policy. We draw on our local and international sector experts to provide the very best evidence-based support. We deliver projects with expert knowledge and experience, and can be relied upon for excellence in all aspects of project delivery. We work collaboratively, with ambition, to help deliver impactful public policy that will bring about lasting change.

Based in Berlin, OPM Europe contributes to our mission by growing our footprint with development partners in Europe, in particular the European Union, and the German Government.  In collaboration with our network of global offices, OPM Europe develops specialised client knowledge, wins and delivers highly impactful projects, and contributes to cross-company learning. In addition to housing a team of highly specialised bidding and account management colleagues, technical expertise within the office spans multiple sectors; including climate and nature, poverty and social protection, and research and evidence. Working in close collaboration with colleagues around the globe, the team spearheads relationships with our European, EU and German government clients, delivering outstanding work across multiple sectors. 

The Projects & Office Coordinator plays a pivotal role in ensuring the smooth coordination and administration of bid submissions, project activities, and day-to-day office operations for OPM Europe. This position works as an integral member of the OPM Europe team, providing organisational, communication, and administrative support to help secure new business, deliver successful projects, and maintain efficient office processes. 

As a Projects & Office Coordinator at OPM you will: 

Office Coordination

• Act as first point of contact for day-to-day office queries, including phone calls, emails and post.
• Support daily office procedures including vendor management, office related maintenance, and registrations.
• Coordinate with our Global Ops and Legal teams on OPM compliances.
• Liaise with the Human Resources team to ensure all changes to staff terms and conditions are communicated and ensure that payroll and other changes can be made in a timely manner.  
• Support our Finance and Human Resources teams in communications with our tax and payroll adviser, as well as with other suppliers. 
• Liaise with IT on laptop procurement and set-up and ensure proper inventory and physical management of assets.
• Support in the onboarding of colleagues, including H&S and compliance inductions.  
• Provide logistical support including arranging flights, accommodation, and visa applications for travelling colleagues.
• Replenish office supplies, and manage the filing, storage and security of documents.
• Coordinate with the space manager of our shared, serviced office.
• Coordinate staff meetings and events for the OPM Europe team.

Bidding Support 

• Assist in the preparation, formatting, and submission of bids, tenders, proposals, and document preparation for BMZ, EU and other European clients. 
• Maintain bid libraries, templates, and standard documentation.
• Gather required information from internal stakeholders and external partners as needed.
• Proofread and format bid documents to ensure consistency, quality, and compliance with client requirements.
• Support post submission processes, including clarifications, updates, and document archiving. 

Project Management 

• Provide administrative support for active projects, including scheduling meetings, generating reports, and updating project trackers.
• Assist in maintaining project documentation, logs, and compliance records.
• Support project managers with communication to stakeholders, suppliers, and clients, including invoicing.
• Help monitor project milestones, deadlines, and deliverables.
• Coordinate project-related procurement, logistics, and resource booking where required. 

• Bachelor’s degree in business administration or a related field; or equivalent professional experience. 
• Good experience of general office coordination, ideally combined with some experience of bids and project administration. 
• Demonstrated management and administrative skills with direct experience on systems, process and tools development.  
• Fluency in German and English, with excellent written and verbal communication skills. 
• Highly organised with the ability to manage multiple deadlines. 
• Strong competency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). 
• Delivery focused, with excellent attention to detail. 
• Ability to work both independently and collaboratively. 
• Excellent people and influencing skills, enabling relationships internally and externally to be built and maintained.   

 Desirable 

• Experience preparing bid or tender responses. 
• Familiarity with project coordination or project management tools. 
• Knowledge of CRM or document management systems. 
• Previous experience and/or interest in international development. 

• We enable colleagues’ capacity to grow professionally through enhanced learning resources, opportunities to work cross functionally, and space to engage with a range of internal and external industry events.
• Our non-hierarchical culture values support, collaboration, intellectual curiosity, and a rich diversity of perspectives.
• We provide an exceptionally generous annual leave entitlement and a hybrid working model to encourage and enable healthy work/life balance.
• Wellbeing resources including a global Employee Assistance Programme and access to the UnMind app.
• Competitive salary and contributory pension scheme.

We are strengthened by the diversity of colleagues across our global business and are committed to being an equal opportunities employer, promoting a diverse and inclusive workplace for all. 

Our recruitment practices reflect our ambition to make the international development sector more inclusive and firm belief that our work delivers the best outcomes when we actively include a diversity of perspectives and experiences. 

If you share our vision for fair public policy that benefits both people and planet, we would love to hear from you. 

Please submit your application through our careers’ site. We review and interview applicants on a rolling basis and encourage you to apply by way of CV via our careers site at the earliest. 

We may close this advertisement before the published closing date, should a suitable candidate be identified.

Unfortunately, we are unable to provide visa sponsorship for this role and candidates must have a pre-existing right to work in Germany for their application to be considered.

Oxford Policy Management is committed to promoting equity, diversity, and inclusion at every level of the business.  Should you require adjustments to make the application process more accessible please inform us through completing this form or scan the QR code below.