Vacant job

ICLD works to promote democracy and participation processes at the local and regional level worldwide. Now you can be a part of us! We are looking for an administrative officer based in Visby.

As an administrative officer in our program department, you are a key person with a coordinating and central function in ensuring quality and efficiency in the department's administrative work. The role combines system responsibility, operational support, and cross-functional collaboration between ICLD's various units to strengthen the program's implementation and development.

Your responsibilities

The position is to provide strategic support in the development of processes, ensure quality, and relieve the program department in operational tasks. For example:

• System support: Act as a sounding board and administrative expert to the administration on issues related to ICLD's digital systems, and support and ensure the quality of processes.
• Coordination and collaboration: Be a link between the program department and ICLD's Knowledge Center (KC) with a special focus on issues related to alumni work.
• Digital presence/communication: Represent the program department in, for example, the web group and editorial group and contribute to ensuring that the program's communication is current and professional.
• Decision support and documentation: Support decision-making processes by providing documentation, writing protocols, updating partnerships on the website, and documenting and communicating current situation analyses, etc.
• Quality assurance: Ensure that all parts of important processes have been carried out according to plan and relieve colleagues when needed, with a focus on maintaining a high standard throughout the department's work. This task includes providing support to the finance unit and program department at deadlines related to municipal repayments.
• Communication management: Ensure professional handling of incoming communication and contribute to smooth information management within the department.
• Processing: Processing of applications and reports

We are looking for someone who has

Academic education in political science or an academically relevant education assessed by us, or solid experience in advanced administrative work.

You have experience in administrative work and thrive in a role that combines structure, collaboration, and problem-solving. If you have experience working in a politically governed organization in Sweden, it is a merit.

You are communicative with a sense of quality and service. We see that you have a good ability to handle parallel tasks and work systematically. You are a self-leader and have a good ability to plan, implement, and follow up on your work. When conditions change, you are flexible and can make necessary prioritizations where you can quickly act based on both details and the whole picture. You are good at collaborating and value learning from others.

You are proficient in Swedish and English both orally and in writing. Spanish and/or Ukrainian are advantageous.

What we can offer you

We offer a stimulating work environment where you have the opportunity to develop both professionally and personally. As part of our organization, you become an important part of a team working to create a sustainable and just future. In your work, you will collaborate with a large number of colleagues and have contact with Swedish municipalities and regions.

We are a small organization that creates closeness and accessibility among us who work here. We are about twenty dedicated colleagues with different types of skills, and together we develop our operations and each other. The workplace is characterized by openness, and we are convinced that a good work environment is a prerequisite for good results. We have our headquarters in Visby but also a smaller office in Stockholm.

Type of employment

The position is a permanent employment. Entry in February 2025. The work does not include travel to ICLD's partner countries for this position.

Application

Application with a cover letter and CV must have been received by email to email address: [email protected] no later than January 31, 2025 marked "Administrative Officer". We strive to reflect the diversity of society and welcome all applicants.

More information

Karin Norlin Bogren, Program Manager ICLD

+46 (0) 498-29 91 51, [email protected]

Union representative at ICLD:

Robin Alnäs

+46 (0) 72-341 12 70, [email protected]

About ICLD

The International Centre for Local Democracy, ICLD, works to promote democracy and participation processes at the local and regional level. This is done by establishing international collaborations where we build on knowledge and experiences from Swedish municipalities and regions. ICLD also conducts training programs and research in the field of democracy. ICLD is a state-funded organization. We are about 20 employees with our headquarters in Visby. Learn more about our work at icld.se