Job Vacancy – Administrative Officer
About IFIT
Headquartered in Barcelona, the Institute for Integrated Transitions (IFIT) is an international
non-governmental organisation dedicated to helping fragile and conflict-affected states
achieve more sustainable negotiations and transitions out of war, crisis or authoritarianism.
IFIT’s core work is to serve as an expert resource on integrated policy solutions for locally
led efforts to break cycles of conflict or repression.
IFIT is currently looking for a motivated Administrative Officer to join our Barcelona HQ
starting in February 2026. The position reports to IFIT’s Finance Director.
Specific responsibilities will include to:
- Provide day-to-day administrative support to ensure the smooth running of IFIT’s office
and internal processes, in close coordination with the finance and management teams. - Assist with procurement and contracting processes, including preparing documentation,
maintaining records, and liaising with suppliers and service providers. - Support travel and logistics arrangements for staff and consultants, including bookings,
reimbursements, and related documentation. - Maintain and update internal administrative systems, templates, and filing structures
(digital and physical). - Support basic financial administration tasks, such as collecting supporting documents,
expense tracking, and coordination with the finance team. - Provide administrative and logistical support to recruitment processes, onboarding,
personnel administration, the filing and tracking of employment-related documentation,
and internal activities related to the employee lifecycle. - Liaise with the administrative officer in Colombia to ensure processes align for the
organisation as a whole. - Assist in preparing administrative inputs for audits, donor reporting, and internal
reviews. - Provide general support to the management team and contribute to continuous
improvement of internal administrative procedures.
Conditions:
• 40 hours per week with a gross monthly salary of 1.800€.
Duration:
• Indefinite contract, subject to a three-month trial period.
Location:
• Barcelona
Qualifications and Requirements:
• Enrolment in or completion of a degree in administration, management, finance, or a
related field.
• Previous experience in an administrative or operations role is an asset.
• Strong organisational skills with high attention to detail.
• Solid computer literacy, including MS Office (Word, Excel, Outlook); familiarity with
administrative software is an advantage.
• Results and solution-oriented mindset, with the ability to manage multiple tasks and
priorities.
• Strong Spanish and English-language skills. Other languages are an asset.
• Reliable, collaborative, proactive, and able to work both independently and as part of a
team.
• Valid EU residence/work permit
• Physically based in Barcelona, Spain or willing to relocate there.
IFIT is committed to building a racially diverse and culturally inclusive workplace and strongly
encourages applications from candidates from underrepresented groups.
How to apply
Please send your CV and a one-paragraph expression of interest to vacancies@ifit-
transitions.org, stating “IFIT Administrative Officer” in the subject line. The application
period will be open until 26th of January 2026; however, applications will be reviewed on a
rolling basis, thus applicants are strongly encouraged to apply early. Only candidates
selected for an interview will be contacted.
