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The Embassy of Denmark in Stockholm is looking for a full time Head of Administration on an open-ended local contract.

The main objective of the position is back-office management and administration, combined with facility management and HR.

The position

Your tasks will i.a. include the following:

• Management of the Embassy’s administration team and ensuring that the team members have the best possible conditions for fulfilling their roles systematically and efficiently, including as regards budgeting and accounting, facility management, ad hoc administration, inventories, procurement, office supplies, IT-systems, archiving, etc.
• Housing management and facility management administration, including service agreements as well as communication with service suppliers.
• Management of maintenance project of the building.
• Administrative project management.
• Financial administration, including budgeting and controlling as well as making agreements with suppliers, accepting goods and services and approving invoices.
• Non-technical IT administration, including creating user accounts, liaising with IT providers and the IT department in the Ministry of Foreign Affairs of Denmark.
• HR administration, including updating employment and personal information, drafting employment contracts, managing salaries and “Super User” function in the time registration of the Embassy’s employees.
• Ad hoc assignments from the Embassy’s management.

The ideal candidate

• Has an educational background in administration and managerial experience from a similar position.
• Has the ability to take ownership and work both independently and as a team member, often under time pressure.
• Has experience with IT systems and a high computer literacy with Microsoft Office programmes (Word, Outlook, PowerPoint etc.).
• Has strict prioritization capabilities related to both time and tasks.
• Is structured, responsible and robust.
• Is willing to work extra hours occasionally when needed.
• Has excellent communication skills. The applicant must be proficient in Danish (Swedish or Norwegian).
• Ability to find solutions and results.

We offer

We are an Embassy of driven and dedicated people. Our work environment is dynamic with a high team spirit and a large degree of independence in planning daily work. We are motivated by making a difference and strive to represent Danish interests in Sweden in the best possible way - and have fun while doing it. We offer an opportunity to develop in an international environment with very diverse tasks, while providing value to Denmark.

Employment conditions

• Full time employment on an open-ended local contract based on Swedish labour law and the minimum standards of the Danish Foreign Service.
• A standard 37 hours workweek, including 30 min lunch, based on a flexible hours schedule.
• Entitlement to 2.08 days of paid holiday per month (25 days per year).
• A salary which reflects the candidate’s level of qualifications and functions.
• Social security and workplace pension schemes.
• Benefits and other conditions based on the Embassy’s Staff Handbook.

Application and Recruitment Process

Please submit your application with the relevant supporting documents to [email protected] marked “Application: Head of Administration”.

Deadline is September 7, 2025. Selected candidates will be invited for interviews, which are expected to take place in the following week.

The chosen candidate must be able to pass security clearance by the Danish authorities prior to employment.

In the Danish Foreign Service, we want to promote equality and diversity. Therefore, all qualified and interested candidates irrespective of age, gender, religion and ethnicity are encouraged to apply for the position.

Additional information

For additional information about the position, please feel free to contact Head of Administration, Heléne Jensen, e-mail: [email protected], phone: +46 (0)8 406 75 38. For more information about the Embassy, please visit our website www.sverige.um.dk.

About us

The Danish Embassy is part of the Danish Foreign Service. The Embassy is an ambitious, high-paced and dynamic workplace with 23 employees, 5 of whom are posted from the Danish Ministry of Foreign Affairs. The Embassy promotes and strengthens political, commercial and cultural ties between Denmark and Sweden. For more information on the Embassy, see www.sverige.um.dk.