HR and Office Manager - Germany

ISD is a global think and do tank dedicated to safeguarding democracy and human rights, and delivering solutions to weaponised hate, polarisation, disinformation and extremism around the world. Combining research and analysis with government advisory work and the design and delivery of international training, education and communications programs, ISD works to implement real-world, evidence-based responses to these challenges. ISD has teams in London, Amman, Berlin and Washington DC.  

 
Why work for ISD? 

ISD is not your ordinary think tank. We turn research into action that changes the world. Our insights don't gather dust on shelves - they power the fight to protect democracy and human rights on the front lines. We're committed to delivering real change, from the grassroots to the highest levels of global institutions. And we're looking for passionate individuals who share our commitment to making a difference. Join us and be part of an organisation that's making an impact. 

 
ISD's Guiding Principles of  integrity, collaboration, agility and courage  define who we are as a team and an organisation. These principles reflect our culture and guide the way we work and the choices we make. 

 
Our benefits 

• Flexible and remote working based on ISD's Time Principles of trust, communication and flexibility. 

• Generous annual leave policies.

• 1 week of additional paid time off over Christmas, outside of your annual leave entitlement. 

• Additional paid time off for development.

• Sick pay and enhanced family friendly policies and compassionate leave. 

• Company pension.  

• Annual personal development budget. 

• Remote working budget. 

• Employee Assistance Programme and dedicated counsellors for those working with potentially traumatic content. 

• Inclusive wellbeing programme with regular wellbeing initiatives.

Salary 
€28,125.00 - 33,750.00 (Depending on experience)

Location 

You may work from our German office in Berlin, or in a hybrid arrangement to suit you. The successful candidate is required to have the right to work in Germany. We cannot provide Visa sponsorship for this role.

Contract type 

Initial 12-month fixed term, part-time (25-30 hours per week).

Equality, Diversity and Inclusion 

ISD is committed to promoting diversity throughout its workforce and aims for its team to be truly representative of all sections of society. We make a concerted effort to ensure our workplace, employment policies and organisational culture creates an inclusive, positive and progressive environment in which all members of our team are treated with dignity and respect. For further information about this policy or our recruitment practices, please email vacancies@isdglobal.org. 

 
We strongly encourage applications from people of colour, the LGBTQ+ community, people with disabilities, neurodivergent people, carers, and people from diverse socio-economic backgrounds. 

Role Purpose 

The HR and Office Manager plays a pivotal role in supporting the success of the  ISD Berlin operations, by overseeing two essential functions: ensuring the seamless operation of day-to-day administration, and supporting both the Director of Operations and the Global Director of People Operations in managing critical aspects of HR processes. 

This dynamic and highly varied role encompasses a broad range of responsibilities, including organising team-building activities, social and annual events, and assisting with the planning and execution of larger conferences and events. The post holder will act as the primary liaison with our co-working space provider, ensuring that the office environment is functional, welcoming and well-maintained. They will also oversee the office’s equipment inventory, ensuring all staff have access to working laptops, phones, and other necessary technology. The role further includes scheduling team-wide meetings, managing calendars, and providing PA support to the co-Executive Directors.  

Additionally, the HR and Office Manager will take the lead in administering key HR activities related to the employee lifecycle, such as recruitment and onboarding, contract drafting and overseeing ISD’s HR information management system, recruitment platform, and other HR-related systems. 

Please find a detailed job description here.

Key responsibilities include: 

• ISD Germany Office Management (40% of responsibility) 

• Manage office supplies, equipment and maintenance, health and safety, ordering supplies and being on site to receive deliveries as needed.  

• Own the day-to-day relationship with the office’s building manager and vendors.  

• Deal with correspondence (responsible for the letterbox and processing the letters). 

• Keep the Berlin office well-organised and welcoming for all staff and visitors. 

• Answer the reception phone line and divert calls/take messages as necessary 

• Assist the team with Ad hoc travel bookings using our travel portal.  

• Manage ad hoc general office administration requests as needed, including organising gifts for staff and booking office meeting rooms.  

• Support the Director of Operations in developing and implementing new operations policies and procedures as needed 

• Support with technical aspects of employee onboarding and offboarding and ongoing IT resource administration.  

• Manage the planning and coordination of ISD Germany office events (planning retreats and away days, Berlin Christmas party, socials etc) 

• ISD Germany HR Management (40% of responsibility) 

• Update and maintain ISD’s HR Information System (Hibob and Clocko:do) for staff.

• Use ISD’s Applicant Tracking System (Recruitee) to manage recruitment, including placing adverts, arranging interviews, requesting interview feedback for Hiring Managers and responding to speculative applications and recruitment queries, escalating to the Hiring Manager as required.

• Support in Contract Drafting.

• Manage the onboarding of new employees, including requesting vetting checks, setting up Hibob profiles, drafting contracts, preparation of equipment and providing onboarding documents.  

• Support Line Managers during the induction process and probation period.  

• Support the Director of German Operations in ensuring all German HR policies and procedures are up to date and in line with current employment law and best practice.  

• Support the Global Director of People Operations in delivering wellbeing initiatives and HR training sessions.  

• Support the Operations team to ensure institutional policies, training resources and information are up to date.  

• Support monthly staff counselling process.  

• Carry out other duties falling within the scope of the job purpose. 

• Administrative & Calendar Management (20% of responsibility) 

• Manage the Co-Executive Director’s diary and support with scheduling.

• Support with booking the co-ED’s travel as and when necessary.

The ideal candidate 

The ideal candidate has good written and oral communication skills in both English and German will have experience in administration and HR, as well as excellent interpersonal and communication skills. They will have exceptional attention to detail, and a willingness to refine and HR and administrative deliver processes within the organisation. We are seeking an individual who is adaptable, and able to work in a fast paced, cross-cultural environment.

The ideal candidate will bring relevant experience and qualifications, such as a successfully completed Business Administration Apprenticeship or Diploma (Kaufmännische Ausbildung); foreign language assistance training; Language Skills for Business (Ausbildung Fremdsprachenassistenz); HR Support Apprenticeship or similar credentials. They must be an all-rounder, adept at juggling multiple responsibilities simultaneously with efficiency and composure. Strong communication skills, a problem-solving mindset, and a proactive, can-do attitude are essential. Working in a fast-paced environment, they must demonstrate a hands-on approach, operating with the highest standards of integrity and discretion. Exceptional organisational skills and attention to detail are crucial for success in this role. 

The specific skills and competencies required for this job can be found in the detailed job description here.

Please review our  job description for essential criteria, and keep in mind that no candidate will meet every requirement in the advert. If your experience looks a little different from what we've identified, but you think you can bring value to the role, we'd love to hear from you. 

How to apply 

Please submit your application by the 20th of June 2025. ISD reserves the right to interview and appoint candidates prior to the advertised closing date. Please apply in either German or English.

If you have any further questions about this vacancy or want to speak to a member of our recruitment team, please contact vacancies@isdglobal.org.