Experienced Administrator for the Property Services Unit

Stockholms kommun · Vollzeit

Palmfeltsvägen 5, Stockholm, Schweden

Welcome to Us The Procurement Department plays a vital role in the city's efforts to use public procurement as a tool to drive societal development in a sustainable direction. We have specialists in all aspects of the procurement process. We currently have just over 70 employees, including a department manager and unit managers for the property procurement, goods procurement, service procurement, and procurement support operations units. This role is located in the property procurement unit, where we foster an unpretentious culture with collaboration and knowledge sharing as a given. We Offer "As part of the property procurement unit, you will be an important puzzle piece and contribute to our collective success. You will be the hub ensuring that daily operations run efficiently for our employees, and you will support with your knowledge and expertise. Here you can be part of both developing and growing together with category leaders, procurement specialists, contract managers, and system administrators. Together we are stronger and create the best possible conditions for success." – Liselothe Engelgren, Recruiting Manager We offer wellness allowances, vacation exchange, winter/summer working hours, and flexible working hours. With us, you will have good opportunities to plan your time with freedom under responsibility and have the option to work partially from home. In our pleasant and newly renovated premises at Globen, we have activity-based workplaces. Read more here about Stockholm City's employee benefits. Your Role As an administrator with us, you will provide support and work closely with, among others, procurement specialists, contract managers, and system administrators in their various processes to ensure efficiency and optimized resource use. The unit also has two other administrators who support the other units, and you will work closely with them. We have an unpretentious approach where we help each other, share experiences, and support one another when needed. You will also provide certain management support and maintain a broad network of internal and external contacts. In this role, you will be involved in several parallel processes and projects, where you need to be able to prioritize, structure, and drive work forward efficiently. This might include: Obtaining documents when needed for contract follow-up and assisting in the administrative handling of documentation, price adjustments, and invitations to information meetings Providing administrative assistance in the process when handling requests for disclosure of documents Assisting with filing and recording our work Operationally executing the unit's call-offs, and checking and posting incoming invoices against these in preparation for approval in the next step Administering orders for licenses and authorizations Assisting with administration and overall documentation of the unit's consultant assignments, such as task requests and follow-up work Obtaining powers of attorney and delegations from the city's departments and companies Monitoring our function mailboxes and handling and delegating matters Convening union negotiations in the procurement process Preparing and reporting unit-specific statistics Working closely with administrative colleagues in adjacent units Other customary administrative tasks may also be included, such as writing minutes and protocols when needed. Your Competence and Experience We are looking for someone who has: High school diploma (gymnasium examen) Current and solid experience in administrative work Experience in an administrative service and/or support function in an organization working with procurement Experience working with the development and analysis of statistics High digital maturity and IT proficiency and very good knowledge of the Office suite Good ability to express yourself orally and in writing in Swedish It is meritorious if you have: Experience in administrative work within the public sector Knowledge of the Public Procurement Act (LOU) Experience providing administrative support to managers To work with us, we see that you have a genuine sense of service and administration. In this role, you will handle various types of questions with many points of contact. Therefore, it is crucial that you have a structured work approach and the ability to plan and prioritize work efficiently. You are flexible and adapt easily when new needs arise and priorities change. Given that you will have close contact with both your own work group and external stakeholders, it is important that you communicate and collaborate easily, and are confident in yourself and in contact with new people. You perform your tasks with great precision. In this recruitment, we place great emphasis on the above-mentioned competencies, personal suitability, and commitment to the position. We see diversity as enriching and welcome all applicants. Other Information This recruitment includes tests as part of the assessment in connection with selection. We will collect educational certificates later in the process. Stockholm City uses competence-based recruitment aimed at recognizing each person's competence and thereby preventing discrimination. Remember never to upload police records (Data Protection Regulation, GDPR) in connection with your application. The Service Department is one of the city's specialized departments and is tasked with handling administrative duties coordinated throughout the city. This primarily involves salary administration, financial administration, city-wide procurement issues, contact center operations, and internal consultants providing support in digitalization, IT & telephony, recruitment, and property and premises management. We have approximately 400 employees and are located in the Globen area. Our core values are summarized in the word KIRA which stands for: Competence - Openness - Respect - Responsibility.