Project Administrator

Project overview

For our client, the Swedish Police Authority, we are looking for a consultant for the following assignment:

Assignment Description:

We are looking for a full-time project administrator to relieve the program manager and the closest project managers. The assignment is to create structure, keep information current, and follow up on administrative activities. This frees up time for management, operational issues, and technical implementation.

Responsibilities

Plan meetings, coordinate participants, and send invitations. Collect material and prepare agendas together with the responsible leader. Document meetings, decisions, and activities, and follow up on responsible persons and deadlines. Keep participant lists and contact information up to date.

Collect and compile information from project managers, expert groups, and others involved. Document and update information in internal systems according to current working methods. Ensure clear structure, version control, and traceability so that the correct material is easy to find.

Produce and publish news, status updates, and meeting summaries in internal information channels. Adapt content to the target audience and obtain approval from the responsible person before publication. Identify information needs and remind about missing material.

Compile status reports, presentations, and reports based on information from responsible persons. Maintain activity lists, meeting calendars, and administrative plans. Support the onboarding of new participants and coordinate practical preparations for workshops and other joint activities.

Competence Profile:

We are looking for a structured, driven, and service-oriented person who thrives with many points of contact and follows up tasks to completion. The person expresses themselves clearly in Swedish, summarizes information correctly, and has good experience with digital collaboration spaces, document management, and administrative systems.

Experience in project administration or equivalent coordinating work is meritorious. Technical specialist competence is not required. The focus is on organizational skills, initiative, accuracy, and willingness to learn. Introduction and ongoing guidance will be provided by the program and project management.

The assignment requires good judgment and the ability to handle information according to the operation's requirements for confidentiality and information security.

• Coordination of Expert Groups
• Documentation and Information Management
• Internal Communication
• Administrative Support to Program and Project Management

Requirements

Meritorious Competence (Should-Haves):

Start Date: 04.01.2027 or as soon as possible after approved background check

End Date: 03.01.2028

Option for extension: 31.01.2029 The Swedish Police Authority may utilize all or part of the option period.

Please apply directly through our system with:

Note that the application must be linked to a company account in Verama for the bid to be accepted.

NOTE! Please ensure that the bid is complete with all requested attachments when submitting the bid. No attachments will be received afterwards via email. If you need to make a correction, you must submit a new bid in Verama before the application deadline has passed.

Security Process:

The Swedish Police Authority has high demands on the consultant's security and confidentiality awareness. A security assessment with a background check and the signing of a security protection agreement according to the Security Protection Act (2018:585) may be carried out by the consultant and/or the consultant's employer before the Assignment Agreement can take effect. The security assessment is paid for by the subcontractor. In some cases, Swedish citizenship is required.

Financial Control:

To ensure stability, the supplier must submit a financial background check via UC showing the company's risk class. If a subcontractor (UL) is hired, a separate check must also be attached for them. All certificates submitted for verification must not be older than three months from the last bid submission date.

Bid Evaluation: (Ework makes the selection)

Ework will make an initial selection and present bids to the client for final evaluation.

Interview:

The consultant/supplier may be called for an interview if necessary to confirm qualification requirements.

Questions:

If you have questions regarding the assignment, please contact the assignment manager. We appreciate if any questions are communicated via email as they often need to be escalated for coordination with the client.

Contractual Terms:

The terms for the assignment will be based on Ework's framework agreement with the client. Please refer to the terms in the attachment "Swedish Police Authority's Supplier Agreement", see "Documents/Links".

Application Deadline:

All applications will receive feedback after the advertisement has closed.

• The consultant must have a good ability to express themselves verbally and in writing in Swedish.
• The consultant must have at least 1 year of documented experience working as a project administrator, project coordinator, or equivalent role within the last 3 years.
• The consultant must have practical experience with good computer and system skills, the Office suite, especially Outlook, Word, and Excel.
• The consultant should have experience working in a security-classified operation.
• The consultant should have experience working within the justice system.
• The consultant should have experience working in the public sector.
• Your updated CV and competence matrix. Note that these must be in Swedish.
• Hourly rate (incl. overhead)
• Information on when you are available to start the assignment
• In the motivation, describe why you are suitable for this assignment
• refer to previous consultant assignments, employment, education, and personal qualities.
• All attachments must be in Swedish
• Financial background check of the company via UC

Project details

• Start: 2027-01-04
• Remote: onsite
• Location: Stockholm, Sweden, SE
• Languages: Swedish