Administration Assistant Job Vacancy at Australia Embassy, Stockholm Sweden

Assistant in Sweden

Australia Embassy is inviting applications from eligible candidates for the Job Vacancy of Administration Assistant, who will assist its office located in Stockholm, Sweden. The interested candidates can check their eligibility and Apply Now

Salary: SEK 24,811 – 26,856 per month

Job Post: Administration Assistant (Property, Reception, Driver & Local Area Network Administrator)

Location: Stockholm, Sweden

Organization: Australia Embassy, Sweden

Last date to Apply: 18th September 2020

1st November 2020

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Job Summary

This position is a mixed duties position, which undertakes a range of administrative tasks, including Property Assistant, who works in consultation with the Office Manager to oversee the efficient and effective management of the Embassy’s property portfolio and management responsibilities and Receptionist. The position also undertakes the role of Local Area Network Administrator (LANA), which provides ICT support to users within the Embassy.  The position is also the official Driver for the Australian Embassy, who is responsible for providing safe, secure and reliable transport for all staff and maintaining the Embassy’s official vehicles. The position is also the Receptionist for the Chancery

Main duties and responsibilities:

Under the supervision of the Office Manager, the key responsibilities of the position include, but are not limited to:

  • Assisting in property management as required. E.g. managing cleaners and coordinating maintenance at the Chancery or Australian personnel residences
  • As Receptionist, manage the main switchboard telephone, direct calls and respond to telephone and e-mail enquiries and control public access to the Chancery
  • Provide ICT support as follows:
    • Undertake Local Area Network Administrator (LANA) duties including, maintenance of Satin Low network, telephone system, user accounts and connection issues in consultation with Regional Technical Officers in London and Canberra
    • Assist with the management of all ICT Assets, hardware and software, including security systems and handsets and provide support
  • Prepare the weekly Diplomatic Mail to be couriered
  • Maintain office supplies and coordinate stationery purchases
  • Collect and deliver mail and other correspondence daily
  • Provide assistance with official functions and events as required
  • Drive the Head of Mission, other staff, officials and visitors as required
  • Maintain official vehicles in clean, sound conditions, by arranging regular services and maintenance
  • Maintain records and respond to any vehicle incidents, malfunctions or deficiencies in accordance with departmental policies and guidelines.
  • During times of absence this position will back-up the Ambassador’s Executive Assistant & the Passport Manager

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Supporting programme delivery for a range of R&I programmes:

    • Working closely with senior programme managers in the team to provide programme support for the delivery of multi-million-pound UK-India partnerships by liaising with Indian and internal stakeholders on matters related to programme negotiation, agreeing peer review models
    • Supporting, and where relevant leading, the development of scoping visits, academic workshops, panel meetings and preparing corresponding paperwork
    • Supporting, and where relevant leading, the successful delivery of UKRI India events and communications activities

  • Sound written and oral communication skills and an ability to translate and interpret between English and Swedish
  • Demonstrated client service skills
  • Ability to adapt in a rapidly changing environment
  • Excellent organisational and self-management skills, and the ability to work flexibly, both in a small team as well as independently – initiative is essential
  • High level of initiative and ability to work independently within a small team
  • Capacity to exercise discretion and judgement


  • Only candidates currently living in Stockholm will be considered
  • Valid Swedish Driver’s license

The position requires work outside standard business hours. The occupant of the position is required to work flexibly with the Embassy’s driving staff in coordinating working hours to enable full coverage of official representative activities.

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