Administration Manager in Stockholm

About the post/embassy
The Post/Embassy represents the New Zealand Government in the highest standards of professional excellence in diplomacy, trade negotiations, international development and consular services. This is done by building connections with the host country that enable the New Zealand Government to achieve more than they could alone.

About the position
The Administration Manager is responsible for managing the overall smooth running of the Embassy by managing administration staff responsible for the effective and efficient running of human resources, finance, property, procurement, consular and office systems and processes in order the strategic priorities of the Embassy can be achieved. This position maintains and enhances the effective running of the Embassy through its management of others, analysis of information and situations, problem identification and implementation of effective resolutions.

Key accountabilities
The following key accountabilities of this role assist in delivering the Ministry's purpose:

Management
Manage Locally Employed direct reports and ensure the achievement of tasks outline in each of their job destructions.
Effectively allocate work through ensuring staff have clear definitions of role responsibilities and accountabilities and clearly understand their performance goals.
Ensure Embassy management are kept up to date with local staffing issues and any changes in local labour law.

Financial oversight
Provide Ambassador with relevant financial information to ensure budget is managed in a cost-efficient and effective manner.
Finalise and oversee annual budget and budget update.
In accordance with the Ministry's Instrument of Delegation, and in consultation with Embassy management, exercise decision-making authority relating to the deployment of financial resources, including with regard to reallocation of budget.
Develop financial forecasts, outlooks and budgets for the Embassy, analysing the information and making budget management recommendations.
Identify any financial budget risk and mitigating actions, formulating recommendations to be presented and approval gained by Management.
Provide Wellington with relevant financial information as required in a timely manner.

Human resources (HR)
Provide HR advice, guidance and coaching to the Ambassador and other line managers of local staff, on all HR and Overseas Services policies including and not limited to recruitment, selection, induction, training, performance management, disciplinary action, parental leave, exiting the organisation and all other employment processes and issues that arise
Ensure accurate and timely salary runs for local staff and seconded staff allotments, accuracy of local staff leave recording and delivery of management reporting and employment law changes.

Property
Working with the Ambassador and Asset Management Division in Wellington, coordinate and supervise property refurbishment and relocation projects.
Ensure Ministry property, assets, supplies and facilities are purchased, maintained and replaced in line with business needs.
Oversee the procurement process for the purchase/renewal of all property and technical assets, identifying and recommending the best options.

Consular
Provide advice and consular assistance to New Zealand citizens in Sweden, Denmark, Finland, Iceland and Norway.
Undertake robust contingency planning for emergency responses and major events in Sweden, Denmark, Finland, Iceland and Norway.
Be the Embassy's after-hours consular point of contact for the Consular Call Centre in Wellington for urgent consular cases in Sweden, Denmark, Finland, Iceland and Norway.

General administration
Maintain consistent office practices in line with the Ministry's head office functions, ensuring accuracy of processes and adequate records for audit purposes are kept.
Manage the Embassy's website and social media, ensuring the content is up to date.
Ensure compliance with the Ministry's style guide, travel policy, procurement requirements, delegations, and timely delivery of internal reports.
Provide advice and assist with connectivity and IT performance issues.
Draft correspondence including formal communications with the host country as required.

Organisational responsibilities
Understand the Ministry's strategic priorities and high-level outcomes framework and how this role contributes to the framework.
Understand and apply the strategic context in which the Ministry operates, including priorities and perspectives of the Ministers, partner agencies, and external stakeholders.
Contribute to the continuous development of the Ministry's knowledge base by using the Ministry's internal systems, sharing information and data with relevant internal stakeholders, including contributing to/presenting at internal learning and development opportunities.

Knowledge management
Contribute to the continuous development of the Embassy's knowledge base by suing internal systems, sharing information and data with relevant stakeholders.

Other
The job holder is expected to perform such other duties as can reasonably be regarded as incidental to the position description and such other duties reasonably within their experience and capabilities as may be from time to time.

Skills, knowledge and experience
Experience managing staff, financial and physical resources, and general administration.
Experience in managing sensitive material with a high degree of tact and integrity, and working with a wide range of people across cultural and social boundaries.
Sound knowledge of local government and administrative systems, customs and practices, trends and issues and cultural, political and social environments.
Excellent language written and oral communication skills.
Well-developed planning and organisational skills, including ability to prioritise tasks effectively and work under pressure.

Relationships
The Administration Manager position is required to build and maintain the following relationships:
Within the embassy and within the ministry
Ambassador
Deputy Head of Mission
Locally Engaged Staff
Group Business Manager
Finance Account Manager
Outside the ministry
Local Foreign Ministry
Consular staff at other diplomatic missions
Local police, government authorities, ambulance and medical services, funeral directors
Embassy Service providers

Mandatory role requirements
You must have the right to live and work in Sweden.