Vacant job

About the job

In the role of Document Controller, you will contribute to Sida's filing and document control being carried out in a uniform and efficient manner. Sida's document controllers provide service to all employees in Stockholm and Visby, as well as to employees working at foreign missions within international development cooperation.

In the role of Document Controller, you will primarily work with handling documents and emails, i.e., quality assuring and registering these in our electronic case and document management system, Public 360.

The work is carried out both individually and in smaller groups with specifically designated areas of responsibility.

You will belong to the Administration department (ADMIN). The department supports the agency in matters of law, accounting, financial management, personnel issues, procurement, internal governance and control, documentation, payroll management, and archives. You will work at our office in Visby where tasks are performed in an open office landscape.

Responsibilities

• Receive scanned documents and emails, classify, assess, and register these in the electronic case and document management system, Public 360.
• Quality assure registrations in Public 360 regarding basic data/metadata.
• Assist Sida's staff with document and archive issues.
• Handle internal and external inquiries regarding documents.
• Manage confidential documents in accordance with applicable regulations.

The responsibilities also include being able to:

• Stamp, prepare, and scan incoming documents.
• Be responsible for the agency's mailbox, i.e., handle emails from the public.
• Assist in the release of public documents.

We offer

We offer a workplace with good opportunities for development and a work environment characterized by openness and diversity. You work based on a clear mandate and area of responsibility characterized by trust between you, your manager, and your colleagues.

As an employee at Sida, you work with the world as your workplace, with Agenda 2030 and the state value framework as your guide. To meet the challenges the world faces today and in the future, we need people with different backgrounds and skills.

Qualification requirements

Education

• Have at least a passing high school education.

Language

• Have very good knowledge of Swedish in speech and writing.
• Have good knowledge of English in speech and writing.

Work experience and knowledge

• Have experience working with filing and/or document control.
• Have experience with the Freedom of Information Act, the Archives Act, the Administrative Procedure Act, and the General Data Protection Regulation.
• Have experience handling confidential documents.

Functional competencies/abilities:

For this role, you need to:

• Be able to lead yourself and take responsibility for your own development.
• Take initiative and be proactive.
• Be good at collaborating and building trusting relationships.
• Be able to handle resistance, be flexible, and solution-focused.
• Have the ability to engage in dialogue and create consensus.
• Be able to contribute to and absorb knowledge and evidence.

It is an advantage if you

• Have registrar training/document controller training or equivalent knowledge that the employer assesses as relevant.
• Knowledge of languages such as French and/or Spanish.
• Experience with case management systems (Public 360).

Good to know

The position is a permanent employment with immediate start. A probationary period applies.

Sida offers the possibility of remote work to some extent if it works for the operations.

The position is security classified, and you will need to undergo a security check with a background check if you are offered the position.

When contacting, please quote reference number 161/25.

Further information about the position's content can be obtained from the unit manager, Sofia Rudolph, 08-698 50 86.

Any questions about terms and other union matters should be directed to union representatives at Sida for Saco: [email protected] and ST: [email protected]).

In Sida's recruitment process, selection questions are used as a tool for making an initial selection. Therefore, be careful with your answers so that they accurately reflect your skills and experience. Read more about Sida's recruitment process.

Sida is a government agency. This means that information and application documents you provide to us may be disclosed under the principle of public access if someone requests them. Normally, no confidentiality applies to the information processed in the database. If you have protected personal information, you should contact the contact person specified in the advertisement by phone.

Note! Sida communicates with applicants primarily through our recruitment system ReachMee. Depending on which email client you use, emails sent from ReachMee may get caught in the spam filter, so we encourage candidates to keep an eye on this.

About Sida

Sida – the Swedish International Development Cooperation Agency - is a government agency that works on behalf of the government and parliament to create conditions for better living conditions for people living in poverty and oppression. Our work should contribute to achieving the goals set by parliament and the government's direction for Swedish aid.

We have over 800 employees distributed between three offices in Sweden and at Swedish embassies in our partner countries. Read more about Sida's employment benefits and Sida's diversity work.

Diverse experiences, backgrounds, and perspectives are the foundation for a workplace free from discrimination, where everyone thrives and does their best. We believe in diversity and its positive impact on our operations and welcome applicants with different backgrounds and experiences.