Administrative Coordinator

Stockholms Universitet · Full-time

Institutionen för data- och systemvetenskap, Kista, Sweden

Department of Computer and Systems Sciences. With over 200 employees and 4,500 students, the Department of Computer and Systems Sciences (DSV) is a strong and dynamic research and educational environment. The field of computer and systems sciences spans technology, humanities, social sciences, and behavioral sciences, with great relevance to how we will live today and in the future. Our research focuses on how IT should be designed to benefit people, organizations, and society as a whole. More information about us can be found at: Department of Computer and Systems Sciences. SPIDER (the Swedish Program for ICT in Developing Regions) is an independent center at the Department of Computer and Systems Sciences (DSV), Stockholm University that focuses on digitalization of international development cooperation. More information about us can be found at: SPIDER. We are now seeking an experienced administrative coordinator who wants to play a key role in the development of SPIDER. As an administrative coordinator, you will be responsible for ensuring that the center's administrative operations function effectively and professionally. The role is broad and independent and includes finance, contracts, procurement, international coordination, travel administration, board administration, and support to management. Duties The duties include: Administration and Operational Support Responsible for and further develop SPIDER's administrative routines, processes, and document management. Provide qualified administrative support to the center director and other staff members. Coordinate and administer internal and external meetings, board meetings, and international events. Prepare agendas and take minutes in Swedish and English. Proofread reports, applications, and other policy documents. Administer and quality assure project applications and decision-making processes. Finance, Contracts, and Procurement Responsible for administering contracts with Swedish and international partners. Support budget work, financial monitoring, and project closeout. Handle invoices and follow up on financial documentation. Coordinate internal and external audits. Initiate and administer procurements and maintain contact with vendors. Travel and International Coordination Plan and book international travel, hotels, and conferences for employees, experts, and program participants. Provide practical support regarding visas, travel administration, and other logistical matters. Serve as a contact person for program participants and international partners. Other administrative tasks within the center may occur. Qualifications Requirements A relevant academic degree in public administration, business economics, political science, or another relevant field, or equivalent experience. Several years of documented experience in qualified administrative work, preferably as an Office Manager, administrative coordinator, or similar position. Experience with independent administrative responsibility within a complex organization. Experience with budget administration, financial monitoring, and invoice handling. Experience with contract management and administration of procurements. Experience planning and coordinating international travel, meetings, and conferences. Very strong administrative and organizational skills. Very strong computer skills and experience with Microsoft Office, particularly Excel. Very strong ability to express yourself in Swedish and English, both verbally and in writing. Ability to work independently, prioritize, and manage multiple parallel tasks. Meritorious Experience with administrative work at a university or higher education institution. Experience working in international development cooperation or donor-funded projects. Experience with Sida-funded projects or other international donors. Experience with public procurement and contract administration. Experience with financial administration and auditing. Experience with international event and conference planning. Experience with the university's administrative systems (e.g., Raindance, Primula, Proceedo, or equivalent). Additional language skills, particularly French or Portuguese. Personal Qualities We are looking for an experienced administrator with strong self-motivation and a high sense of structure and quality. You are service-minded, unpretentious, and enjoy providing support to others while taking significant personal responsibility. You have an easy time building good relationships, work solution-oriented, and remain calm even when multiple tasks are underway simultaneously. You are thorough, proactive, and maintain a professional approach in interactions with international partners. About the Position The position is full-time and limited to 12 months. Stockholm University applies individual salary setting. Start date by agreement. We Offer With us, you'll experience the dynamics of the interaction between higher education and research that makes Stockholm University an exciting and creative environment. You will work in an international setting and receive favorable terms. Stockholm University is committed to being a workplace free from discrimination that provides equal rights and opportunities for all. Contact Additional information is provided by Caroline Wamala Larsson, Center Director for SPIDER, phone 08-16 15 32, [email protected]. Application You apply for the position through Stockholm University's recruitment system. As an applicant, you are responsible for ensuring that your application is complete and submitted to the university no later than the final application deadline. Instructions for applicants can be found on the website: how to apply for a position. Stockholm University contributes to the development of a sustainable democratic society through knowledge, enlightenment, and the pursuit of truth.