Administrativ chef till Utrikespolitiska Institutet (UI)

📍 Job Overview

Job Title: Administrativ chef (Administrative Manager)

Company: Utrikespolitiska institutet (UI)

Location: Stockholm, Sweden

Job Type: Full-time

Category: Revenue Operations / Sales Operations / GTM Operations (Administrative & Strategic Leadership)

Date Posted: November 5, 2026

Experience Level: 10+ years

Remote Status: On-site

🚀 Role Summary

• Lead and strategically develop the operational support functions of a prominent research and analysis organization.

• Drive significant change management initiatives focused on enhancing structure, collaboration, and sustainable work practices across administrative departments.

• Oversee core operational areas including finance, HR, IT, security, and facilities management, ensuring alignment with organizational goals.

• Act as a key strategic partner to the Director and leadership team, providing expert counsel on governance, development, and long-term sustainability.

📝 Enhancement Note: While the title "Administrativ chef" translates to Administrative Manager, the responsibilities described align with a senior operational leadership role that significantly impacts the institute's GTM (Go-To-Market) enablement through robust support structures. The role requires a blend of strategic vision and operational execution, crucial for enabling the institute's research, analysis, and international collaborations. This is not a typical administrative support role but a leadership position focused on operational excellence and organizational development.

📈 Primary Responsibilities

• Lead, develop, and coordinate the administrative department, encompassing staff management, work environment, budget oversight, and overall operational delivery.

• Spearhead the department's development and change management efforts by strengthening collaboration, clarifying roles and decision-making pathways, and establishing unified, sustainable work methods.

• Manage the institute's financial control, including budgeting, forecasting, performance monitoring, and reporting, while ensuring robust internal governance, regulatory compliance, and appropriate policy frameworks.

• Ensure and enhance efficient, high-quality, and operationally relevant processes and systems across finance, HR, IT, security, facilities, and general administration to foster structure, foresight, and organizational efficiency.

• Elevate the administrative function's role as a strategic business support and service provider, fostering enhanced collaboration with the institute's research, analysis, and program activities.

• Provide strategic support to the Director and management team on organizational, financial, and labor law matters, actively contributing to leadership team strategy regarding risk management, security, and the work environment.

📝 Enhancement Note: The responsibilities highlight a deep integration of administrative functions with the core mission of a research institute. This includes not only internal process optimization but also enabling external-facing activities like research projects, external funding, and international collaborations. The emphasis on "kvalificerat verksamhetsstöd" (qualified business support) and "samverkan" (collaboration) points to a strategic operational role that directly influences the institute's ability to achieve its objectives.

🎓 Skills & Qualifications

Education:

• Relevant academic degree (e.g., Bachelor's or Master's) in Business Administration, Finance, Management, or a related field. Experience:

• Extensive experience (10+ years) in leadership and management roles with direct personnel responsibility.

• Proven track record in developing processes, work methods, and support functions within knowledge-intensive organizations.

• Substantial experience in organizational and business development, including leading change initiatives. Required Skills:

• Strategic Leadership: Ability to combine holistic perspectives with execution power, acting as a strategic support to the Director and leadership team.

• Financial Management & Control: Profound experience in financial management, budgeting, forecasting, internal governance, regulatory compliance, and reporting.

• Human Resources & Labor Law: Solid knowledge of HR principles, labor law, personnel management, and fostering a positive work environment.

• Change Management & Organizational Development: Demonstrated experience in driving organizational change, developing sustainable work practices, and clarifying roles/responsibilities in complex environments.

• Process Optimization: Expertise in developing and refining efficient, high-quality processes and systems to enhance organizational structure, foresight, and effectiveness.

• Stakeholder Management: Strong ability to build trust, engagement, and collaboration across diverse internal and external stakeholder groups.

• Communication: Excellent verbal and written communication skills in both Swedish and English, with the ability to articulate complex ideas clearly.

Preferred Skills:

• Experience from research institutes, universities, higher education, public sector, or non-profit organizations.

• Experience with externally funded activities and project financing.

• Knowledge of procurement, contract management, vendor management, and security/risk/compliance frameworks.

• Experience navigating international organizations and complex stakeholder landscapes.

• Familiarity with IT management and security management principles.

📝 Enhancement Note: The "10+" years of experience requirement and the breadth of responsibilities (finance, HR, IT, security, strategy) indicate this is a senior-level operational leadership position, akin to a COO or Head of Operations in a smaller organization, but with a strong strategic advisory component. The emphasis on "kunskapsintensiva organisationer" (knowledge-intensive organizations) suggests a need to understand and support highly specialized professionals.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Demonstrate successful implementation of robust financial control systems and reporting frameworks, including budgeting, forecasting, and performance monitoring.

• Provide examples of developed and optimized administrative processes (e.g., HR onboarding, procurement workflows, IT service management) that have led to measurable efficiency gains.

• Showcase experience in implementing or significantly improving IT, security, or facilities management systems that support organizational operations.

• Present case studies illustrating leadership in change management initiatives, detailing the process, challenges, and positive outcomes achieved through improved collaboration and new work methods. Process Documentation:

• Evidence of creating and maintaining clear, standardized documentation for key administrative workflows, ensuring compliance and operational consistency.

• Demonstrate experience in developing and implementing SOPs (Standard Operating Procedures) that enhance efficiency and quality within finance, HR, or IT functions.

• Showcase ability to document and communicate organizational structures, roles, and decision-making pathways to foster clarity and streamline operations.

📝 Enhancement Note: While not explicitly stated as a "portfolio" role in the traditional sense, the description heavily implies a need for candidates to demonstrate past success in organizational development, process improvement, and strategic operational leadership. Candidates should be prepared to discuss specific examples of their work in these areas, particularly in knowledge-intensive or public-sector environments.

💵 Compensation & Benefits

Salary Range:

• Given the senior leadership nature of the role, the extensive experience required (10+ years), the strategic responsibilities, and the location in Stockholm, Sweden, a competitive salary range is expected. Based on industry benchmarks for similar roles (e.g., Head of Administration, Senior Operations Manager) in Stockholm, a gross annual salary range of approximately SEK 700,000 - 1,000,000+ is anticipated. This would depend heavily on the candidate's specific experience, qualifications, and the institute's internal compensation structure. Benefits:

• Strategic Impact: Opportunity to significantly influence the strategic direction and operational efficiency of a leading research and analysis organization with high societal relevance.

• Professional Development: Access to continuous learning and development opportunities, potentially including leadership training, conferences, and exposure to high-level strategic discussions.

• Work Environment: A dynamic and intellectually stimulating workplace alongside leading experts in foreign and security policy.

• Standard Benefits: Likely includes competitive pension schemes, health insurance, generous paid time off, and potential for flexible working arrangements within the on-site context.

Working Hours:

• Standard full-time hours are indicated (approximately 40 hours per week), with an expectation of flexibility and commitment commensurate with a senior leadership role.

📝 Enhancement Note: Salary figures are estimates based on publicly available data for senior administrative and operational leadership roles in Stockholm, Sweden. Actual compensation will be determined by the hiring organization. The description emphasizes the "key role" and opportunity to "influence" and "impact," suggesting a highly rewarding non-monetary package.

🎯 Team & Company Context

🏢 Company Culture

Industry: Research & Analysis (Foreign and Security Policy)

Company Size: The description mentions "UI has grown significantly in recent years" and operates internationally, suggesting a mid-sized organization with a growing footprint. The number of employees is not explicitly stated, but it's implied to be substantial enough to require structured administrative support across multiple functions.

Founded: The founding date is not provided but the organization's established role in Swedish society suggests a history of operation.

Team Structure:

• The Administrative Manager will lead the administrative department, which includes staff responsible for finance, HR, IT, security, and general administration.

• This role is part of the institute's leadership group, reporting directly to the Director.

• Close collaboration is expected with other department heads (research, analysis, program management) and the Director. Methodology:

• Data-Driven Decision Making: The role emphasizes strong financial control, performance monitoring, and a data-driven approach to organizational development.

• Process Optimization: A core aspect of the role is to develop and refine efficient, high-quality, and sustainable work processes.

• Collaborative Leadership: The approach requires building trust, participation, and shared responsibility, working closely with employees, managers, and the wider organization.

• Strategic Alignment: All administrative support and development efforts are geared towards enabling the institute's core mission of research, analysis, and societal impact.

Company Website: https://www.ui.se/ (Inferred, as the provided URL is for the recruitment agency)

📝 Enhancement Note: The institute's focus on foreign and security policy implies a culture of intellectual rigor, analytical depth, and high professional standards. The administrative leadership role will need to support and enable this core mission, ensuring that operational functions are efficient and effective without hindering the research environment.

📈 Career & Growth Analysis

Operations Career Level: This role represents a senior operational leadership position, likely equivalent to a Director or Head of Operations/Administration. It involves significant strategic responsibility, team leadership, and direct impact on the organization's overall effectiveness and sustainability.

Reporting Structure: The Administrative Manager reports directly to the Director of the Utrikespolitiska institutet and is a key member of the leadership team. This provides high visibility and direct influence on strategic decisions.

Operations Impact: The role has a profound impact on the institute's ability to execute its mission. By ensuring robust financial stability, efficient HR processes, reliable IT infrastructure, and secure operations, the Administrative Manager directly enables the research and analysis activities, facilitates international collaborations, and supports the overall strategic goals of the organization. The emphasis on "verksamhetsstöd som möjliggör institutets fortsatta utveckling" (business support that enables the institute's continued development) underscores this impact.

Growth Opportunities:

• Strategic Leadership Expansion: Potential to deepen involvement in organizational strategy, long-term planning, and risk management for the entire institute.

• Broader Operational Scope: Opportunity to further develop expertise in emerging areas of operational support, such as advanced data analytics for administrative functions, digital transformation of support services, or international operational compliance.

• Leadership Development: As part of the leadership team, there are opportunities for mentorship, executive coaching, and contributing to the overall governance and direction of a respected public institution.

• Specialization: Potential to become a subject matter expert in operational challenges specific to research institutions, international organizations, or the public sector.

📝 Enhancement Note: The role offers a significant opportunity for an operations leader to shape a critical support function within a high-impact organization. Growth is likely to come from expanding strategic influence and deepening expertise rather than moving to a different operational discipline, given the senior nature of the position.

🌐 Work Environment

Office Type: The role is on-site in Stockholm, Sweden. The description of UI as a "research and analysis organization" suggests an environment that values intellectual discourse, collaboration, and professional expertise.

Office Location(s): Stockholm, Sweden. Specific office details are not provided but are likely to be professional office spaces conducive to focused work and collaboration.

Workspace Context:

• Collaborative Environment: The role requires close collaboration with the Director, leadership team, and department heads, as well as managing and developing the administrative team. The emphasis on "samverkan" (collaboration) and "gemensamt ansvarstagande" (shared responsibility) points to an interactive workspace.

• Operations Tools & Technology: The role will oversee and likely leverage various administrative and financial systems (CRM, ERP, HRIS, IT management tools). Candidates should be prepared to discuss their experience with optimizing or implementing such systems.

• Team Interaction: Frequent interaction with a highly qualified and specialized workforce (researchers, analysts) will be essential, requiring strong communication and relationship-building skills.

Work Schedule: The position is full-time (approximately 40 hours/week) with an expectation of flexibility to manage a broad range of responsibilities, including strategic initiatives and operational oversight.

📝 Enhancement Note: The work environment is described as dynamic and intellectually stimulating, with a focus on societal relevance. While the role is on-site, the emphasis on developing "sustainable work methods" might imply an openness to discussing efficient operational practices that could include some level of flexible work within the established framework.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: Likely involves a review of CV and cover letter by Amendo, focusing on alignment with core requirements, especially leadership experience, financial acumen, and change management capabilities.

• First Interview (Amendo): A detailed discussion to assess experience, leadership style, understanding of the role's strategic scope, and cultural fit. This stage may involve preliminary case study questions or scenario-based discussions related to organizational development and operational challenges.

• Second Interview (UI - Director & Leadership Team): Deeper dive into strategic vision, leadership philosophy, experience with complex stakeholder environments, and specific examples of driving change and managing administrative functions. This stage will likely assess how the candidate's experience directly supports UI's mission and future development.

• Potential Case Study/Presentation: Candidates may be asked to prepare a presentation or a short case study on a relevant operational challenge (e.g., improving inter-departmental collaboration, developing a financial sustainability plan for a research project, optimizing administrative workflows).

• Final Interview: Potentially with the Director or a senior board member to finalize assessment of strategic fit and leadership potential.

Portfolio Review Tips:

• Quantify Achievements: For each project or initiative presented, clearly articulate the challenge, your role, the actions taken, and the quantifiable results (e.g., % cost savings, % efficiency improvement, successful implementation timeline).

• Focus on Strategy & Impact: Highlight how your operational improvements directly supported the organization's strategic goals, research mission, or financial health.

• Demonstrate Leadership in Change: Showcase examples of leading teams through change, managing resistance, and fostering buy-in for new processes or structures.

• Illustrate Collaboration: Provide examples of how you built strong relationships with diverse stakeholders (e.g., researchers, finance teams, IT departments, external partners) to achieve common objectives.

• Structure for Clarity: Organize your portfolio into distinct sections (e.g., Financial Management, HR Leadership, Change Initiatives, Process Improvement) with clear summaries for each case.

Challenge Preparation:

• Organizational Structure & Decision Making: Be ready to discuss how you would analyze and potentially refine organizational structures, clarify roles, and improve decision-making processes in a complex, knowledge-driven environment.

• Financial Management & Sustainability: Prepare to discuss your approach to budgeting, financial forecasting, risk management, and ensuring the financial sustainability of an organization reliant on diverse funding streams.

• Change Management Scenarios: Anticipate questions about managing resistance to change, driving adoption of new processes, and fostering a culture of collaboration and continuous improvement.

• Stakeholder Engagement: Practice articulating your strategy for engaging with and supporting diverse stakeholder groups, from researchers to external partners and government bodies.

📝 Enhancement Note: The emphasis on "utvecklingsarbete" (development work) and "struktur, samverkan och hållbara arbetssätt" (structure, collaboration, and sustainable work methods) means candidates should be prepared to discuss their practical experience in implementing and driving these initiatives, not just theoretical knowledge.

🛠 Tools & Technology Stack

Primary Tools:

• Financial Management Systems: Experience with ERP (Enterprise Resource Planning) systems for accounting, budgeting, and financial reporting. Examples could include Visma, Fortnox, or more enterprise-level solutions depending on the institute's scale.

• HR Information Systems (HRIS): Familiarity with HR systems for payroll, employee data management, talent management, and HR analytics.

• IT Management Tools: Understanding of IT infrastructure management, service desk software (e.g., ServiceNow, Jira Service Management), and cybersecurity tools.

• Project Management Software: Experience with tools for managing projects, tracking progress, and resource allocation (e.g., Asana, Trello, Microsoft Project).

Analytics & Reporting:

• Business Intelligence (BI) Tools: Proficiency in using BI tools (e.g., Power BI, Tableau, Qlik) for financial analysis, operational performance tracking, and creating management dashboards.

• Spreadsheet Software: Advanced proficiency in Microsoft Excel or Google Sheets for data analysis, modeling, and reporting.

CRM & Automation:

• CRM Systems: While not a sales role, understanding CRM principles for managing stakeholder relationships or tracking projects might be relevant.

• Workflow Automation: Experience with tools or methodologies for automating administrative processes to improve efficiency and reduce manual effort.

📝 Enhancement Note: The job description emphasizes developing "effektiva, kvalitativa och verksamhetsanpassade processer och system." This suggests that while specific tool proficiency might not be a strict requirement, a strong understanding of how to select, implement, and optimize administrative technology to support organizational goals is crucial.

👥 Team Culture & Values

Operations Values:

• Excellence & Professionalism: Upholding high standards in all administrative and operational functions to support the institute's reputation and mission.

• Collaboration & Partnership: Fostering a strong sense of teamwork and partnership between the administrative department and the research/analysis functions, as well as among administrative staff themselves.

• Efficiency & Sustainability: Driving continuous improvement to ensure operational efficiency and the development of sustainable work practices.

• Integrity & Compliance: Adhering to strict ethical standards, financial regulations, and legal requirements in all operations.

• Strategic Support: Acting as a proactive and qualified support function that enables the institute's strategic objectives.

Collaboration Style:

• Cross-Functional Integration: Emphasizing close working relationships and open communication channels between administration and core research/analysis teams.

• Participatory Leadership: Encouraging employee involvement in decision-making and process development, fostering a sense of ownership and shared responsibility.

• Transparent Communication: Maintaining clear and open communication regarding goals, changes, and operational performance.

• Problem-Solving Focus: A culture that encourages collaborative problem-solving to overcome operational challenges and improve workflows.

📝 Enhancement Note: The institute's work in foreign and security policy suggests a culture that values intellectual curiosity, analytical rigor, and a commitment to informing public discourse. The administrative culture will need to reflect these values by providing reliable, efficient, and strategic support that enables this core mission.

⚡ Challenges & Growth Opportunities

Challenges:

• Balancing Strategic vs. Operational: Effectively managing both the strategic development of administrative functions and the day-to-day operational oversight in a growing organization.

• Driving Change in a Specialist Environment: Implementing organizational changes and new work methods within a highly qualified and potentially change-resistant specialist workforce.

• Resource Optimization: Ensuring efficient allocation and utilization of resources across various administrative functions while supporting ambitious organizational goals.

• Navigating Complex Stakeholder Needs: Meeting the diverse operational and support needs of researchers, analysts, management, and external partners.

Learning & Development Opportunities:

• Strategic Leadership Development: Gaining in-depth experience in organizational strategy, governance, and long-term planning within a public institution.

• Operational Transformation: Leading significant transformation projects for administrative functions, enhancing digital capabilities and process efficiency.

• Cross-Functional Expertise: Deepening understanding of research management, international project financing, and public sector operations.

• Industry Engagement: Potential to engage with professional networks within the public sector, research administration, or financial management communities.

📝 Enhancement Note: The primary challenge will likely be integrating and modernizing administrative support structures to keep pace with the institute's growth and its evolving international research agenda, while ensuring buy-in from a highly specialized workforce.

💡 Interview Preparation

Strategy Questions:

• "Describe your approach to developing a strategic plan for administrative operations in a knowledge-intensive, growing organization like UI." (Focus on alignment with mission, stakeholder input, and measurable outcomes.)

• "How would you foster greater collaboration and a sense of shared responsibility between the administrative departments and the research/analysis teams?" (Emphasize communication, service orientation, and joint problem-solving.)

• "Walk us through a significant organizational change you led. What were the key challenges, your strategy for overcoming them, and the ultimate impact?" (Prepare a structured example demonstrating leadership, process improvement, and positive results.) Company & Culture Questions:

• "What interests you most about the Utrikespolitiska institutet and this specific role, given its mission and operational context?" (Research UI's current work and strategic priorities.)

• "How do you envision your leadership style contributing to our culture of intellectual rigor and collaboration?" (Connect your style to supporting specialized professionals and driving efficiency.)

• "How do you measure the success and impact of administrative operations in an organization like ours?" (Focus on KPIs related to efficiency, cost-effectiveness, user satisfaction, and enabling core mission activities.) Portfolio Presentation Strategy:

• Structure: Organize your presentation around 2-3 key achievements that best showcase your leadership in financial management, change management, and process optimization.

• STAR Method: For each example, clearly articulate the Situation, Task, Action, and Result. Quantify results whenever possible.

• Visuals: Use simple, clear slides with key data points, process flow diagrams, or organizational charts if relevant. Avoid text-heavy slides.

• Narrative: Tell a compelling story that highlights your strategic thinking, problem-solving skills, and ability to lead and inspire teams.

• Relevance: Tailor your examples to demonstrate experience relevant to a research institute or similar complex organization, emphasizing how your work enabled their core mission.

📝 Enhancement Note: Candidates should prepare to discuss how they would leverage administrative functions to directly support UI's research output, international engagement, and public outreach activities. The interview will likely assess not just operational capability but also strategic partnership potential.

📌 Application Steps

To apply for this operations position:

• Submit your application through the provided link on Amendo's job portal.

• Resume & Cover Letter Optimization: Tailor your resume and cover letter to highlight leadership experience, financial management expertise, change management success, and experience in knowledge-intensive or public sector organizations. Use keywords from the job description such as "verksamhetsstöd," "förändringsledning," "ekonomistyrning," and "organisationutveckling."

• Portfolio Preparation: Identify 2-3 key projects or initiatives from your career that best demonstrate your ability to lead administrative functions, drive operational improvements, and manage change. Be prepared to discuss these in detail, focusing on quantifiable results and strategic impact.

• Company Research: Thoroughly research the Utrikespolitiska institutet (UI) – its mission, current research areas, recent publications, and strategic goals. Understand the context in which the administrative operations function.

• Interview Practice: Practice articulating your responses to potential interview questions, especially those related to leadership, strategic planning, change management, and stakeholder engagement, using the STAR method and focusing on quantifiable achievements.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.