Project Assistant – CREWS & ClimaResponse

About CBSS

Established in 1992, the Council of the Baltic Sea States (CBSS) serves as a regional forum for intergovernmental cooperation and coordination among the 10 CBSS Member States – Denmark, Estonia, Finland, Germany, Iceland, Latvia, Lithuania, Norway, Poland and Sweden, as well as the European Union. The CBSS' work is guided by its three long-term priorities: Regional Identity, Sustainable & Prosperous Region, and a Safe & Secure Region. A Permanent International Secretariat was established in Stockholm in 1998.

Job Description

The CBSS is recruiting a Project Assistant to support in the day-to-day operations of the projects CREWS and ClimaResponse. Reporting to the Senior Adviser for Priority Area Safe and Secure (Civil Security) and the Project Coordinator of the ClimaResponse Project, the incumbent's tasks and responsibilities include:

• Assist in all aspects of project planning, coordination and implementation of the CREWS and ClimaResponse Projects, and other projects as needed.
• Provide technical, administrative and analytical support in the day-to-day activities of the assigned projects.
• Maintain project documentation, including plans, reports and meeting minutes.
• Assist in monitoring project progress and flagging risks or delays including tracking project timelines, milestones and deliverables.
• Support budget tracking, invoicing and cost follow-up as required.
• Prepare agendas, presentations and status reports.
• Liaise with stakeholders, suppliers and project participants.
• Ensure that project information is up to date in project management folders.
• Assist with compliance with internal procedures and project management regulations.
• Preparing minutes from attended meetings, workshops, seminars/webinars.
• Manage event budgets, travel arrangements, and other practicalities to ensure smooth and cost-effective execution.
• Assist in risk management to identify and mitigate project-related risks.
• Perform other relevant duties as assigned.

Selection Criteria

• University degree in a field relevant to the position i.e. administration, social science, business or a related field.
• Previous experience in an administrative, coordination, or support role – project experience is an advantage.
• Ability to work independently, efficiently and in a structured and solution-oriented manner with a capacity for flexibility and change.
• Excellent command of written and spoken English and good presentation skills.
• Computer literacy including Microsoft Office 365 as well as other internet utilities.

Personal Competencies

• Well-structured, reliable, and service-oriented.
• Proactive and solution-focused approach.
• Ability to handle confidential information responsibly.
• Flexibility and willingness to adapt to changing project needs.
• Cultural awareness and professional judgement.

Terms of Employment

This is a locally recruited position open to candidates who are legal residents and registered in Sweden. The appointment is for the period from 1 September 2026 to 31 August 2027. The place of employment is Södermalm, Stockholm, Sweden.

How to Apply

Please submit your application consisting of a letter of motivation and your Curriculum Vitae in English by 5 June 2026, 23:59 CET via: https://cbss.org/careers/

Please address your application to the Deputy Director General Markus Helavuori. For questions, contact Ligia Broström at ligia.brostrom@cbss.org or Katerina Popova at katerina.popova@cbss.org.