Experienced Administrator for the Property-Related Services Unit

Stockholm – our capital city with millions of dreams, expectations, and ambitions. We work for everyone living here today and in the future. We are now looking for someone who wants to think big, new, and differently with us – for the people of Stockholm. Welcome to us The procurement area plays an important 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 parts of the procurement process. Currently, we are over 60 employees, including the operations manager and unit managers for the units of property-related services, goods, services, and operational support. The role is located within the unit for property-related services, where we have a culture of collaboration and knowledge sharing as a given. We are in the process of building our team and will consist of fifteen people in roles such as contract managers, procurement officers, and system administrators. We offer "As part of the procurement department and the new unit for property-related services, you will be an important piece of the puzzle and contribute to our collective success. You will be the spider in the web, ensuring that everyday operations run efficiently for our employees, and you will support with your knowledge and expertise. Here, you can be involved in both developing and growing together with procurement officers, contract managers, and system administrators. Together we are stronger and create the best possible conditions for success." – Mikael Blomberg, hiring manager We offer wellness benefits, vacation exchange, winter/summer working hours, and flexible working hours. With us, you have good opportunities to plan your time with freedom under responsibility and the possibility to work partially from home. In our pleasant and newly renovated premises at Globen, we have activity-based workplaces. Read more here about the benefits for employees in the City of Stockholm. Your role As an administrator with us, you will provide support and work closely with procurement officers, contract managers, and system administrators in their various processes to ensure efficiency and optimized resource use. You will also act as a certain managerial support and have a broad internal and external network of contacts. This may include, for example: - Collecting documentation for contract follow-ups as needed and supporting the administrative handling of documentation, price adjustments, and invitations to information meetings. - Assisting administratively in the process of requests for the release of documents. - Supporting with archiving and record-keeping of our work. - Operationally executing the unit's procurements and checking and coding incoming invoices against these for approval in the next step. - Administering orders for licenses and permissions. - Supporting in the administration and overall documentation of the unit's consulting assignments, such as requests for assignments and follow-up work. - Collecting authorizations and delegations from the city's administrations and companies. - Monitoring our functional mailboxes and handling and delegating cases. - Acting as the convener for union negotiations in the procurement process. - Establishing and reporting on activity-specific statistics. - Collaborating closely with administrative colleagues in adjacent units. Additional regular administrative tasks may include writing minutes and protocols as needed. Your qualifications and experience We are looking for someone who has: - A high school diploma. - Relevant and solid experience in administrative work. - Experience in an administrative service and/or support function in an organization working within procurement or purchasing. - Experience in a role that involved being involved in multiple processes and projects simultaneously. - Experience working with the development and analysis of statistics. - High digital maturity and IT proficiency, with very good knowledge of the Office suite. - Good ability to express yourself verbally and in writing in Swedish. It is advantageous if you have: - Experience in administrative work within the public sector. - Knowledge of the Public Procurement Act (LOU). - Experience working as administrative support for managers. To work with us, we expect you to have a genuine sense of service and administration. In this role, you will handle various inquiries with many points of contact. Therefore, it is crucial that you have a structured working method and the ability to plan and prioritize your work effectively. Since you will have close contact with both your own workgroup and external actors, it is important that you communicate and collaborate easily and are confident in yourself and in contacting new people. You perform your tasks with great accuracy. In this recruitment, we place great emphasis on the competencies mentioned above, personal suitability, and commitment to the position. Other We recruit without a personal letter to strengthen the focus on the competencies and experiences required for this role. In assessing your application, we will only consider your CV and a number of questions you will need to answer when applying for the position. We ask that you respond concretely and succinctly to the questions and that there is a clear connection between your answers and your CV. This recruitment includes tests as part of the assessment during the selection process. We see diversity as enriching and welcome all applicants. The City of Stockholm works with competency-based recruitment aimed at recognizing each person's competencies