Project Administrator

5 days ago

Solna, Sweden Vattenfall Full time
Job Description

Do you want to shape the future?

Within Project Delivery we focus on the people and put a lot of effort into creating a psychologically safe working environment. We are therefore looking for honest and open individuals with a positive mindset who are able to work in a team and build strong relationships to fit into our culture. We hope to find someone who is proactive in identifying opportunities for improvement and learning. Since we work across several countries, good command of the English language (both verbally and written) is important.

Developing and constructing a wind farm project is a complex process, managed by a multidisciplinary team of people and involving multiple components. Coordinating these resources effectively is crucial to ensuring that each project is constructed within agreed budget, timeline, quality and safety parameters. The Project Admin will ensure a high-quality, compliant and swift execution of the Procure-to-Pay (P2P) process in BU Onshore.

The Project Administrator will also be an active member of the Project Coordinator & Administrator Team, contributing to the continuous improvement of the project processes, standards and templates, sharing knowledge and best practices.

Your tasks and responsibilities as a Project Administrator

We offer an exciting and varied position within Vattenfall’s Wind business - a rapidly growing field offering excellent career opportunities. The main areas of responsibility are to support/ manage/ drive tasks. As a Project Admin you provide administrative support to projects and line organisation. The role sits in the Project Delivery team Onshore and includes the following responsibilities:

  • Providing administrative and operational support enabling effective delivery of the projects and requests
  • Manage, process and monitor incoming (purchase) requests related to Procure-to-Pay (P2P).
  • Ensure that all Procure-to-Pay activities adhere to the company's internal controls, policies.
  • Initiating manual payment and order-to-cash as well as coding of invoices.
  • Create purchase requests, create good receipts / service entry, invoice handling and maintain purchase orders in SAP. 
  • Manage approval process in connection with purchase orders, variation orders and contract management.
  • Send purchase order documents to requestor and/or supplier and/ or relevant stakeholders.
  • Ensure the compliance of all Procure-to-Pay (P2P) activities as well as P2P Process Improvements
  • Creating and continuously improving templates, standards, instructions and guidelines and to follow guidelines, best practices, knowledge sharing.
  • Checking and timely approval of invoices in SAP.
  • Manage communication with all requestors and cross-functional disciplines.
  • Liaise with relevant project members/ Service Desk and project controllers.
  • Engage and communicate with relevant stakeholders such as but not limited to; Finance, Accounts payable, Project Controllers, Commercial Managers, Procurement, IT.
  • Follow Vattenfall’s way of working by using processes.
  • Support on ad hoc and miscellaneous topics.

Location

Work from the following office locations: Hamburg or Berlin (Germany), London or Hexham (UK), Stockholm (Sweden).

The role is primarily office based, however, some travel is anticipated and encouraged (always at the employee’s discretion) to other offices to build relationships or help support the projects (all assuming it is safe to do so).


Qualifications

Your profile as a Project Administrator

  • Educational background or relevant work experience in business or project administration, project finance, procurement, accounts payable or a related field.
  • Strong analytical and problem-solving skills and ability to understand complex project structures.
  • Experience of managing various stakeholders, project teams and multiple external interfaces.
  • Strong commercial and administration skills.
  • Proficiency in Microsoft Office Applications O365 (Word, PowerPoint, Excel).
  • You can work autonomously in a project team environment while continuously gathering input from various internal stakeholders such as project team members, accounts payable.  
  • You have the ability to manage multiple requests simultaneously.
  • You are able to work and communicate effectively with others in order to achieve a shared goal.
  • You are results-orientated, and able to produce concise and accurate information.
  • You have the ability to multitask as well as the attention to detail.
  • Proactive approach to Health, Safety and Environmental/ Sustainability topics.
  • Solid experience in using IT Systems such as SAP, NextGenERP, etc.
  • High integrity and team spirit, proactively engaging with others and offering support when required.
  • Willingness to take on ad hoc tasks and assist the project team and your functional team where needed.
  • Excellent communication skills both verbally and in writing, including in English.


Additional Information

Our offer

We offer good remuneration, a challenging and international work environment and the possibility to work with some of the best in the field. You will be working in interdisciplinary teams, and you can always count on support from committed colleagues as ‘Ask and Share’ concept is essential for the way we work. We offer attractive employment conditions and opportunities for personal and professional development.

More Information 

We welcome your application in English no later than 1st of July, 2024. We kindly request that you do not send applications by any means other than via our website. 

For more information about the position please don’t hesitate to reach out to Lisa Pietschmann, lisa.pietschmann@vattenfall.de and for more information about the recruitment process you are welcome to contact our recruiter Sandra Domschke, sandra1.domschke@vattenfall.de.  

At Vattenfall we are convinced that diversity contributes to building a more profitable and attractive company and we strive to be a good role model regarding diversity. Vattenfall works actively for all employees to have the same opportunities and rights regardless of gender, ethnicity, age, transgender identity or expression, religion or other belief, disability or sexual orientation. Click here for further information. 

The security of Vattenfall and its employees is essential. For that reason, a pre-employment screening will be part of your recruitment process. The screening is based on the role you will fulfill within Vattenfall and will be performed by a third party, Validata. 

Since Vattenfall is a part of the Swedish critical infrastructure, many of our services are security classed. If this position is security classified the final candidates might be subject to a security vetting process, according to Swedish legislation. 

We look forward to receiving your application 

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