Administration Manager
About the Position
The New Zealand Embassy in Stockholm is seeking an Administration Manager. The Administration Manager is responsible for the effective leadership and management of the Embassy's corporate operations, ensuring the smooth and efficient delivery of human resources, finance, property, procurement, consular and office services. Working closely with the Ambassador and wider Embassy team, the role supports the achievement of the Embassy's strategic objectives through sound operational management, analysis, problem-solving and leadership.
Your main responsibilities will include:
Helping lead and develop a small team of locally employed staff, setting clear accountabilities and driving performance within guidelines.
Managing the budget - forecasting, financial reporting and risk management.
Providing HR support across recruitment, onboarding and performance management, ensuring compliance with Swedish labour law.
Running property, procurement and day-to-day operations, including refurbishment and relocation projects.
Delivering consular support and emergency preparedness for New Zealanders in Sweden, Denmark,Finland, Iceland and Norway.
Maintaining strong office systems, compliance and reporting, from the Embassy website to formal correspondence with the host country.
Who are we looking for?
Skills and Experience
Proven track record in senior administration, corporate services, operations, or business management roles, with substantial responsibility and scope.
Demonstrated experience in leading and developing teams, alongside effective management of budgets and resources.
Working knowledge of Swedish administrative systems, policies and regulatory frameworks, and demonstrated ability to apply them in practice.
Strong organisational and problem-solving skills, with experience managing competing priorities and delivering results.
Excellent stakeholder engagement skills, with a demonstrated ability to build and maintain productive working relationships across diverse teams and functions.
Operates with a high level of professionalism, sound judgement, discretion, and integrity in all aspects of work.
A high standard of written and spoken communication in both Swedish and English is required.
- Experience working within another public sector organisation is an advantage.
You must have the right to live and work in Sweden to apply for this role.
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About the Ministry
The Ministry of Foreign Affairs and Trade (the Ministry) acts in the world to build a safer, more prosperous and more sustainable future for New Zealanders. We do this by building connections with and influencing other countries to advance New Zealand's interests, project New Zealand values and secure the outcomes that matter to New Zealand.
Diversity and Inclusion
We aspire to be a workplace that values and utilises diverse and inclusive thinking, people and behaviours. This means that our staff reflect the diversity of New Zealand and the countries we work in, and that the contributions of staff with diverse backgrounds, experiences, skills and perspectives are valued and respected.
Our values are:
- Impact: We achieve for New Zealand, every day, everywhere
- Kotahitanga: We draw strength from our diversity
- Courage: We do the right thing
- Manaakitanga: We honour and respect others
The Ministry recognises the importance of staff having flexibility around work hours and working arrangements to maintain a work/life balance. In turn there may be some situations where the Ministry's business deliverables require staff to be available during certain hours of the day or for longer periods to meet a temporary surge in work requirements.
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To Apply/Interested?
For a copy of the position description please click:
https://www.mfat.govt.nz/assets/PD-Adminstration-Manager-SKM-2026.pdf
To apply, please email your CV and cover letter in English to:
NZEmbassyStockholm@mfat.govt.nz
Applications close at midnight (CET) on 4 September 2026.
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Please note: If the successful candidate has worked or lived in New Zealand and are subsequently employed as locally engaged staff in a NZ Government Embassy or High Commission, they may, subject to individual circumstances, have NZ Tax Residency obligations. We advise any applicant, who may be in this situation, to discuss their tax residency status with the NZ Inland Revenue (IRD) and determine any potential personal tax obligations to IRD.