Call for Applications · Ref. PM-2026/PROC-03

Call for applications: Project Officer

Remote — open to expats / international candidates Deadline: October 15, 2026 Freelance, part-time · ~2 Years

Pax Memoria is a Swedish non-profit association (ideell förening), org. nr 802544-7890, based in Malmö, Sweden. It works on international tolerance and mutual understanding, human rights, sustainable development and environmental protection. The Association has no employees; its activities are delivered through independent contractors and service providers engaged for specific assignments, each appointed through an open call such as this one.

Pax Memoria is looking for a Project Officer to support the coordination of its programme activities, as a freelance, part-time independent contractor, for a period of approximately two years. The work is performed remotely and is open to candidates based internationally, including expats. The Project Officer supports the Project Manager in running the programme: keeping the plan, records and logistics in order so that events happen on time and outputs are properly documented. The role is operational and administrative, and carries no authority to approve expenditure, select suppliers, or represent or bind the Association.

Scope of Services

  • Project coordination. Maintaining the work plan, milestone calendar and action log; tracking deadlines across work packages; preparing agendas, briefing notes and minutes for project meetings; and following up on agreed actions.
  • Events and convenings. Practical organisation of workshops, meetings and events: participant lists and invitations, scheduling, venue arrangements, accessibility and dietary requirements, on-site coordination, and post-event documentation.
  • Documentation and records. Maintaining the project archive in an orderly, retrievable form; collecting and filing timesheets, deliverable reports and approvals; and keeping version control of project outputs.
  • Communications and stakeholder support. Maintaining stakeholder and partner contact records; drafting routine project correspondence for the Project Manager’s approval; and supporting the dissemination of project outputs.
  • Outside the role. The Project Officer does not approve expenditure, does not verify or approve invoices, does not select or instruct suppliers, and does not negotiate or sign anything on behalf of the Association.

Deliverables and Timetable

Work plan and action log kept current Ongoing
Agendas and minutes for project meetings Per scheduled meeting
Timesheet Monthly
Event coordination support Per scheduled event
Project archive and documentation kept in order Ongoing

Eligibility and Mandatory Requirements

Entitled to work as an independent contractor and to invoice for services Statement of the basis on which you will invoice
At least two years of project coordination or administration experience Curriculum vitae with dates and responsibilities
Experience organising events or meetings, ideally with international participants Description of at least one such event, with your own role
Working proficiency in English (Swedish or Arabic an asset) Statement, may be tested at interview
Ability to keep orderly records and meet deadlines without supervision Two professional references

Evaluation Criteria

Relevant experience 35%

Project coordination and administration; organisation of events with international participants.

Understanding of the role 25%

Quality of the response to the scope of services, and realism of proposed availability.

Value for money 25%

Proposed day rate against the capacity offered.

Assets and fit 15%

Languages and relevant sector experience.

Content of the Application

  1. A covering letter of no more than two pages, responding to the scope of services and explaining your approach to the role.
  2. Your curriculum vitae.
  3. Your proposed day rate and an indicative number of days you consider realistic for the scope of services.
  4. Evidence addressing each of the eligibility requirements above.
  5. Two professional references, with contact details.

Applications should remain valid for at least ninety (90) days from the deadline.

Submission and Timeline

Date of issue of this call September 3, 2026
Deadline for questions September 13, 2026
Answers published to all applicants Within 3 working days of the deadline for questions
Deadline for applications October 15, 2026, 17:00 CET
Interviews of shortlisted applicants Online, shortly after the deadline

A question raised by one applicant, and the answer to it, will be shared with all applicants without identifying who asked.

Please quote the reference PM-2026/PROC-03 in the subject line of your e-mail. Applications received after the deadline of October 15, 2026 will not be assessed.

Submit Application via Email