Department Secretary at FOI

The Total Defence Research Institute (FOI) is a government authority conducting world-leading research in defense and security to support Sweden's military and civil defense. The research spans several areas, including underwater, cyber defense, space, electronic warfare, sensor systems, civil defense, CBRNe (chemical, biological, radiological, nuclear, and explosive substances), military platforms including weapons and protection, as well as security policy analyses. FOI's research plays a key role in building Sweden's defense capability.

Do you thrive in a coordinating role and have experience supporting decision-makers? Then FOI could be your new workplace! We offer a balanced work life, a developing work environment, and a socially important job!

About the Position

As a department secretary for Weapons, Protection, and Security, you will support the department management by planning, following up, and coordinating the department's matters and activities. Your tasks will include calendar management, reviewing and quality assurance of documents, and preparing decision-making materials.

You will create presentation materials and be responsible for preparations for meetings, visits, and other department-wide forums. Together with the office manager and department controller, you will work to develop, manage, and ensure uniform routines within the department.

Your role will also include initiating and contributing to the improvement of routines and processes, both within the department and across the authority when relevant. Additionally, you will support colleagues in their work and contribute to structured and efficient case management.

About the Unit

The picturesque Grindsjön is located in Södertörn, about 40 km south of Stockholm. There are bus connections with Tumba, Västerhaninge, and Ösmo/Nynäshamn. You will be part of the VSS Operational Support section, which consists of administrators, economists, and case officers, and belongs to the Weapons, Protection, and Security department.

Do you have the competence profile we need?

Requirements

We are looking for someone who has:

• high school education
• several years of relevant experience supporting decision-makers, preferably in the public sector
• experience prioritizing and managing multiple cases simultaneously
• excellent knowledge of the Office suite
• very good ability to express yourself verbally and in writing in Swedish
• good ability to express yourself verbally and in writing in English

To thrive in the role of department secretary, we see that you are a meticulous and collaborative person who works in a structured and proactive manner. Adaptability and responsiveness to changing conditions are prerequisites for the role. You should also be able to make well-founded decisions independently, with high personal maturity, good judgment, and integrity. We place great importance on your personal qualities.

Meritorious

It is meritorious if you have:

• experience handling confidential documents
• experience taking minutes at meetings

What do we offer you?

The Total Defence Research Institute (FOI) is a government authority conducting world-leading research in defense and security to support Sweden's military and civil defense. We offer a unique workplace where you have the opportunity to work on what is important for total defense and society as a whole. The research is applied both within defense authorities and among civilian actors and plays a crucial role in building a relevant and effective defense capability.

We consciously work for a good work environment with a good balance between work and private life. In addition, we offer a range of benefits. Read more about what it is like to work with us: https://www.foi.se/jobba-hos-oss.html (https://www.foi.se/jobba-hos-oss.html)

The position is a permanent employment that may begin with a six-month probationary period.

Do you want to be part of finding answers for a safer world?

Welcome with your application in the form of a CV and cover letter via the application button by December 9, 2025!

For more information about the position, please contact Åsa Hammarström. Union representatives are Filip Gökstorp (Saco-S) and Kimmy Skånberg (OFR/S – ST). All can be reached at 08-555 030 00.

As the position is classified, Swedish citizenship is required. A security clearance with a background check will be conducted before employment according to the Security Protection Act (2018:585). For the security clearance, certified copies of relevant education and employment certificates will be requested.

FOI is an authority, and submitted application documents become public records that can be disclosed to third parties upon request according to the Public Access to Information and Secrecy Act.

Offers from recruitment companies are not welcome.