DAAD German Academic Exchange Service

Administrative Specialist – Review of Usage Reports, Mixed Programs Team

DAAD German Academic Exchange Service

full-time

Posted on:

Location Type: Office

Location: Bonn • Germany

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Salary

💰 €32,900 - €35,500 per year

About the role

  • Create and administer grant agreements with universities in close coordination with the responsible specialist departments
  • Process incoming funding requests
  • Review usage reports for factual and arithmetic accuracy, including in-depth checks
  • Advise universities on the correct preparation of these reports
  • Initiate and monitor dunning procedures for outstanding usage reports, payments, or missing documents
  • Determine recoveries, including any applicable interest
  • Conduct written and verbal correspondence with grant recipients
  • Coordinate with technical, policy, and legal departments
  • Prepare result memos in cases of uncertainty
  • Document audit findings
  • Support reporting activities and the compilation of required statistics

Requirements

  • Completed relevant vocational training (commercial or administrative)
  • Confident use of MS Office products (Word, Excel, Outlook, Teams)
  • Good knowledge of working with databases and document management software
  • Strong numerical skills and confidence handling finance-related processes
  • Knowledge of grant/subsidy law (Zuwendungsrecht) and the German Federal Budget Code (Bundeshaushaltsordnung)
  • Proficiency in English, both written and spoken
  • Analytical thinking and a structured working approach
  • Resilience, reliability, negotiation skills, organizational ability, and team orientation
  • Basic knowledge of interest law and recovery calculations (desirable)
  • SAP experience (desirable)
  • Knowledge of the German higher education system (desirable)
Benefits
  • Collective agreement: attractive pay under TVöD Bund with an annual special payment
  • 39-hour workweek (full-time) and 30 days annual leave (based on a 5-day week)
  • Long-term security through an occupational pension scheme
  • Sustainable mobility: subsidized Deutschlandticket, access to the GoFlux carpooling app, good transport connections, company bicycles, and good cycling infrastructure
  • Flexible working: a range of working-time models, extensive flextime arrangements, and the option to work remotely (generally around 50%)
  • Professional development: individual training opportunities for your career development
  • Health promotion: company sports, social counselling, modern cafeteria, and health services
  • Family-friendly environment: places at the international daycare centre (Kita) Bonn
  • Close collaboration in small teams with an open communication culture
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
numerical skillsfinance-related processesgrant/subsidy lawGerman Federal Budget Codeinterest lawrecovery calculationsdatabase managementdocument management softwareMS OfficeSAP
Soft Skills
analytical thinkingstructured working approachresiliencereliabilitynegotiation skillsorganizational abilityteam orientation
Certifications
vocational training