Verwaltungsmitarbeiter at Hessing Stiftung managing administrative tasks and supporting the social pediatric department. Ensuring smooth operations and effective communication with partners and patients.
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Hybrid Administrative Coordinator – Temporary
Posted 2 months ago
About the role
- Administrative Coordinator at World Central Kitchen supporting the Travel Manager and travel logistics. Focused on operational tasks, data entry, and compliance for travel activities.
Responsibilities
- Assist the Travel Manager with day-to-day coordination and recordkeeping.
- Schedule and document internal coordination calls, and follow up on travel-related action items.
- Maintain and update digital filing systems for travel documentation and correspondence.
- Organize internal travel requests and help ensure timely responses.
- Enter, clean, and organize travel data into tracking systems (e.g., spreadsheets, dashboards).
- Review travel checklists and documentation for completeness and accuracy.
- Track travel compliance with internal policies and flag issues to the Travel Manager or Operations Center.
- Maintain updated logs of deployed personnel, including locations and contact information.
- Assist with submitting and tracking travel-related invoices, receipts, and reimbursements.
- Work with Finance to ensure accurate coding of travel costs.
- Support monthly reconciliation of travel spend and generate basic reports as needed.
- Help maintain and organize lists of preferred travel vendors (airlines, hotels, car rentals).
- Support the use of vendor relationships to maximize value and reduce costs.
- Ensure traveler records and itineraries are filed in accordance with audit standards.
- Coordinate closely with Safety and Security to share up-to-date traveler info for tracking and risk management.
- Liaise with the Finance Team for documentation and expense approvals.
- Communicate with travelers to ensure proper documentation is submitted and answer basic policy questions.
Requirements
- Minimum 1 year of relevant administrative, operations, finance, or customer service experience
- Proficiency with spreadsheets, Google Workspace/Microsoft Office, and shared drive systems
- Strong organizational skills with the ability to manage multiple priorities and meet deadlines
- Excellent written and verbal communication skills
- Professionalism and discretion in handling confidential information
- Alignment with the mission and values of World Central Kitchen (WCK)
- Must have a valid passport
- Must speak Spanish
- Familiarity with travel logistics or travel agency operations
- Experience in nonprofit, humanitarian, or international fieldwork settings
- Additional language skills
- Experience working in a fast-paced, mission-driven organization
Benefits
- This is a temporary, six (6) month contract position
- Benefits are not offered for this role, aside from those required by local state law where you are currently based.
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