Administrator at Vinnova

One of our most experienced administrators is retiring this autumn, and we are now looking for a replacement.

We offer

For those who enjoy working with service and administration, we offer a stimulating and appreciated role as an administrator.

Our vision is to be Sweden's most attractive state employer. To achieve this, we provide good opportunities for professional development, generous wellness benefits, and a wide range of employee activities. We are located in modern offices in central Stockholm and have an open, innovative, and collaborative culture. Please read more about us and our employer offerings here.

Role Description

As an administrator, your task is to support your colleagues, case officers, and management team with planning, administration, coordination, and follow-up of various projects and initiatives. The work is carried out both in teams and individually, and involves many contacts internally and externally with Swedish and foreign actors. Meet Jenny who works in a similar role.

Main Responsibilities:

• Support and coach case officers in our administrative processes, primarily within the announcement operations. This work includes, for example, reporting and financial follow-up. It may also involve quality assurance of announcements, preparing decision materials, credit reports, and handling invoices.
• Contact our external assessors and respond to inquiries from the actors seeking funding from Vinnova.
• Coordinate, prepare, and assist in organizing meetings, conferences, travel, and seminars.
• Take notes at meetings and write meeting minutes, both in Swedish and English.
• Contribute to the improvement and development of Vinnova's administrative processes and support systems.

You will be part of a network of administrators who share knowledge and experiences. The role may involve travel primarily within Sweden.

Qualifications

Education:

• High school diploma.

Experience:

• At least two years of relevant experience where administrative tasks of a similar nature have been a central part of your role.
• Experience in independently administering and coordinating various tasks or projects.
• Current experience working in a service function.
• Current experience handling financial systems and/or case management systems.

Language Skills:

• Very good knowledge of Swedish, and good knowledge of English, both spoken and written.

System Skills:

• Good knowledge of Microsoft Office (especially Excel, Word, and PowerPoint).

Meritorious:

• Work experience as an administrator in government or public sector, including experience in case management, record keeping, and similar.
• Work experience in financial administration, such as invoice management and cost or budget follow-up.
• Experience in organizing meetings, conferences, seminars, or similar activities.
• Experience in driving development, change, or improvement of processes, routines, working methods, and similar.
• Knowledge of Microsoft Office 365 (especially Teams).
• Knowledge and interest in digital tools and systems. We work with Menti, Qlik Sense, and the financial system Unit4ERP (formerly UBW).
• Knowledge and/or interest in research, innovation, and development.

Personal Attributes

When hiring, we place great importance on motivation and personal attributes.

We are looking for someone who is motivated to contribute to Vinnova's mission through their administrative work: to promote sustainable societal development and a business community that builds solutions that are economically, socially, and environmentally sustainable.

As an administrator, you will have many points of contact. Therefore, it is important that you are communicative, unpretentious, and have good collaboration skills. The work also requires you to be flexible and open to new working methods, and to manage work in a changing environment. You also need to be meticulous while having a good ability to handle multiple parallel tasks.

Vinnova is a learning organization, and we hope that you will also share your ideas and knowledge. Our values: respect, accountability, and courage permeate your daily work.

Location

We apply hybrid work, where our employees have the opportunity to combine working from home and at the office. At least half of the working hours should be spent in our activity-based office at Mäster Samuelsgatan 56, which is just a few minutes' walk from Stockholm Central Station.

Employment Type

The position is a permanent employment, and we apply a six-month probationary period.

About Vinnova

Vinnova is Sweden's innovation agency. We strengthen Sweden's innovation capacity for sustainable growth and societal benefit. Read more at vinnova.se

Contact

Would you like to know more? Please contact Mari Tastare, who is the unit manager at the Department of Societal Development, by phone at 08-473 30 30 or email mari.tastare@vinnova.se

We decline all recruitment and advertising assistance.

Union Contacts

Representative for ST is Julia Engström 08-473 3012. For SACO, it is Karin Stenström 08-473 3152.

Application

Welcome to apply to us via our recruitment portal by 2024-04-14. Before submitting your application, we ask that you read the information about our recruitment process here and secondary employment here. We strive for a balanced gender distribution and the qualities that cultural and ethnic diversity bring to the organization. Vinnova is a female-dominated workplace, and we welcome male applicants. Vinnova works competency-based to promote an objective and non-discriminatory recruitment process. This means, among other things, that you should not submit a personal letter and that in this process you may be required to take psychological tests and work samples.