Assistant, Office and Administration

CMI – Martti Ahtisaari Peace Foundation is an independent organization that works to prevent and resolve conflicts through dialogue and mediation. Founded in 2000 by Nobel Peace Laureate and former President of Finland Martti Ahtisaari, we have since grown to be a leader in the field of international peacemaking.

CMI is now seeking an Assistant, Office and Administration to join its Finance and Administration Team (F&A) in Helsinki, Finland. This role holds the responsibility for day-to-day office management, service provider coordination, office procurement processes, IT equipment support, team support and the continuous development of office practices and workplace experience.

We are looking for a team member with experience in administrative and/or coordination roles, who enjoys working in a dynamic environment with diverse responsibilities. This role requires service-mindedness, strong communication and organizational skills, as well as the ability to prioritize and manage tasks independently. Above all, we are seeking a solution-oriented and collaborative team player who acts as the central point of contact for all office-related operations, ensuring a smooth, safe, and efficient working environment for our staff and visitors.

Your key responsibilities:

Office Management

Coordinating facility, supplies, and logistics needs

Focal point for service providers (cleaning, facility services, IT services etc.)

Managing onboarding and offboarding practicalities (Key & badge management, office introduction, equipment handover)

Oversee reception-related responsibilities such as visitor guidance, deliveries, and incoming mail handling

Small scale event arrangements

Managing small procurement processes, including collecting quotes

Monitoring contract and service renewals and maintaining the supplier database

IT Coordination (with outsourced IT service provider)

Managing equipment orders and maintaining device inventory (e.g. laptops, phones)

Coordination of IT serv