Administrative employee for filing and document management at the Ministry of Defence's Materiel and Procurement Agency

Headline

The Danish Defence Ministry's Materiel and Procurement Agency is beefing up at a pace we haven't seen in decades. The agency acquires and operates materiel and information technology for billions — and every contract, every decision and every classified document must be retrievable when it matters. It is our responsibility that the cases are in order, so the rest of the Defence can deliver combat power.

About us

We are a team with an important task: to ensure that the agency's cases, documents and administrative processes are in place and functioning in daily operations. We work closely with colleagues and managers across the entire agency and are responsible, among other things, for journaling, document handling, archives and support of the Defence's electronic case and document handling system.

An important part of our work is to be an expert and super-user of the system. This means that we don't just use the system, we know how it should be used, and help the rest of the agency use it correctly. We advise colleagues and managers, solve challenges, quality assure registrations and help develop workflows and guidelines so the system works as well as possible in practice.

We also work with classified documents and ensure that they are registered and handled correctly. It may not be the most visible part of the day-to-day work when it functions, but it is crucial when you need to find a case quickly, conduct a request for access to information or a review, document history, or make decisions on a correct basis.

About the position

Specifically, you will become the person colleagues across the agency turn to when a case must be journalised correctly — or when the system is troublesome.

You will, among other things, be involved in

• receiving, routing and journaling incoming and outgoing mail in the Defence's electronic system for case and document handling
• handling and journaling classified documents and contributing to their annual control
• being a super-user and professional sparring partner for colleagues and managers in using the system
• teaching case officers and managers – both in our courses and in daily work
• helping to quality assure the use of the system and following up when something is not done correctly
• advising on the good and correct way to use the system
• being involved in developing and improving guidelines, workflows and the use of the system
• registering and issuing salary agreements in connection with salary negotiations
• helping to locate archival records

You will quickly build a large network across the agency, and there is room to take more responsibility for the areas you develop an interest in — for example teaching, quality assurance or archives.

About you

You have a relevant office-based background. The most important thing is that you want to become an expert in one area and be the one others come to when they need help. You are thorough without getting stuck, curious about systems and good at translating rules and functions into something others can understand and use in practice.

You like figuring out why something doesn't work, and you don't give up when the system misbehaves. At the same time, you have the patience to help busy colleagues forward — even when they ask the same thing a third time.

You probably have experience with administration and preferably with an electronic case and document management system. That experience could just as well come from a municipality, a law firm or another industry as from the Defence.

We will teach you the systems. But the desire to become really good at them, the curiosity about technology and the ability to become the one others seek help from must come from you.

Employment terms

Employment and pay are in accordance with the current organizational agreement for Office Clerks, Laboratory Technicians and IT Employees (HK) and the current joint agreement between the Ministry of Taxation and Public Employees' Organizations - The State Sector (OAO-S Joint Agreement).

You will be placed in salary grade 2, step 2.

Depending on your qualifications and competencies, there is potential for negotiation of supplements. There is an employer-funded pension scheme attached to the position.

The workplace is in Ballerup

As an employee within the Ministry of Defence's area, you are subject to certain special conditions. You must, among other things, be security cleared and maintain the security clearance throughout the employment.

As an employee you have a duty to perform service outside the country's borders, including at units in international operations with a view to participation in conflict prevention, peacekeeping, peacebuilding, humanitarian and other similar operations.

Contact and application

If you want to know more about the position, you are welcome to contact Josefine Remmer at phone 2146 6439.

If you have questions about salary and employment conditions, you are welcome to contact the Personnel Command, HR consultant Silke Rasmussen at mobile 2043 1029.

The application deadline is 26 October 2026. The start date is 1 January 2027.

You apply for the position via the link in the advertisement. We ask you to attach your application, CV and proof of education. Note that attachments can only be uploaded in PDF format.

In the Defence Ministry's organization we believe that diversity optimizes task solving. Therefore we encourage all interested regardless of background to apply for the position.

About the Ministry of Defence's Materiel and Procurement Agency

The Ministry of Defence's Materiel and Procurement Agency (FMI) is Denmark's central authority for the armed forces’ and emergency services’ materiel, IT and cyber security in peacetime, crisis and war. We work to ensure that the entire defence is equipped, updated and operational — at a time when demands on speed and combat power have never been greater. It is us who procure, operate and dispose of materiel and IT for the Army, Navy, Air Force and the rest of the Ministry of Defence's group.

It is our IT staff who daily help avert the cyber-attacks the organization is exposed to. We are a diverse organization with about 2,500 employees — civilians and military — spread across the entire Kingdom.