Project Administrator

Do you want to work at one of Sweden's leading meeting places for architecture, design, and crafts? Form/Design Center is now seeking a structured and engaged Project Administrator for an extensive competence development project funded by the European Social Fund (ESF).

The project is a central part of the development of Form/Design Center's platform Kunskapsforum för gestaltad livsmiljö and is run in collaboration with Region Skåne and the Regional Museum in Kristianstad. We are looking for someone who wants to help ensure the implementation of a development project focused on competence development, climate transition, and lifelong learning within the community building sector.

About the role

In this role, you will work closely with project management and content responsible individuals and have a central function in ensuring that the project's administration, participant management, and reporting operate efficiently and correctly in accordance with ESF regulations. This is an operational and varied role focused on administration, coordination, and follow-up. You will contribute to the project being executed with high quality, good structure, and regulatory compliance, which is crucial for the project's success and funding.

Responsibilities

• Administer participant intake, including applications, agreements, and documentation.
• Ensure correct handling of participant data and attendance reporting.
• Coordinate and follow up on de minimis certificates and other mandatory documentation.
• Responsible for reporting to the financier (ESF).
• Compile statistics, indicators, and materials for follow-up.
• Coordinate communication with participants, partners, and participating organizations.
• Contribute to the planning and implementation of training and activities.

We are looking for someone who

• Has experience of administrative work in projects, preferably in public or EU-funded activities.
• Works in a structured, meticulous, and independent manner.
• Has a good ability to handle multiple parallel processes.
• Has an eye for detail and quality assurance.
• Is communicative and confident in contact with different target groups.
• Has good digital skills and is accustomed to working in administrative systems.

Meritorious

• Experience of work in ESF projects or other EU-funded projects.
• Knowledge of state aid rules, especially de minimis.
• Experience of follow-up, indicator work, and reporting.
• Documented writing experience.

EXTENT / APPLICATION

• Project employment at 50%. 24 months (with possible extension/increase).
• Placement in Malmö, Form/Design Center.
• Start on September 1, 2026, or by agreement.
• Send your application no later than May 10, 2026:

The application must include the following

• CV where your administrative experience, familiarity with project work, and work in digital systems are clearly stated (max two A4 pages) as well as relevant certificates.
• Personal letter specifying why you are applying for the position based on your experience of coordination, structure, and accuracy. State here if you are applying for the 50% position or the combined full-time position (100%) based on your competence also as an architect/content coordinator (max one A4 page).
• Description of your administrative profile where you briefly explain your experience of regulatory compliance, reporting, or handling complex documentation (max half an A4 page).
• Contact details for two references, preferably a previous manager and a colleague.

About the project

This position is part of the ESF-funded project “Competence Boost for Sustainable Community Building”, a strategic joint effort where we enhance knowledge of the built environment to prepare the community building sector in Southern Sweden for the green transition. By focusing on reuse, circular methods, and strategic management, we create a bridge between academia, antiquarian expertise, and practical application for professionals throughout the region.

As part of our team, you contribute to establishing a platform for lifelong learning where work-integrated courses, mentorship programs, and interdisciplinary networks join forces to make the existing environment our most important resource and ensure a sustainable, beautiful, and inclusive design of future living environments. The project is run by Form/Design Center in close collaboration with Region Skåne and the Regional Museum Skåne and is co-financed by the European Union (ESF+) as a key initiative to strengthen skills supply and climate transition in our region.

About Form/Design Center

Form/Design Center is an established and evolving platform where industry, academia, public sector, and the public meet around issues that shape our living environments. We are appointed by the government to act as a national node for the policy on designed living environments and are an official partner in the EU's initiative New European Bauhaus.

Contact person

If you have any questions, you are welcome to contact: