FRONTEX Administrative Assistant (multiple Units)

Konnekt forms part of a consortium handling temporary employment for a EU Agency in Poland. The consortium is formed by EMCS, HRK, & Konnekt. By applying for this role, you consent to share your information with the consortium partners.

We are looking for Polish-based Administrative Assistants to work for the European Border and Coast Guard Agency (FRONTEX). The chosen candidates will be forming part of FRONTEX interim staff and required to provide support in specific areas of EU and Polish Law. 

1. Deployment Management Division / Logistic Unit

Administrative Assistant

Duties and responsibilities linked to the post:

• To contribute to smooth running of the logistical processes of management of assets (fleet, technical equipment, personal protection equipment, uniforms, etc.) and implementation of Antenna Offices pilot project.
• Manage inventory,
• act as first line support in Logistics tools,
• encode data in Agency’s systems and databases,
• support reimbursement process,
• check correctness of submitted documentation,
• prepare reports,
• assist the implementation of contracts and its administrative tasks,
• draft notes, letters, and reports.

2. Deployment Management Division / Logistic Unit / Logistics Support Sector

Administrative Assistant

Duties and responsibilities linked to the post:

• To manage inventory – keeping updated list of items 
• Planning, organization, and budgeting of complex travel itineraries; 
• To encode data in the Agency’s systems and databases; 
• To create and manage Excel and SharePoint databases, keeping them up to date; 
• Supporting the reimbursement process 
• Checking correctness of the submitted documentation (invoices, bills, etc) 
• Assisting in market researches for the contracting purposes; 
• Assisting in the implementation of the relevant framework contacts; 
• Assistance in administrative tasks 
• to ensure administrative support in administrative procedures; 
• to co-ordinate the document flow and assist in archiving; 
• to draft notes, letters, reports and follow up; 
• to carry out data entry and support an administration of electronic databases; 
• to support project team in management of projects;

3 & 4. Financial, Digital and Security Division / Digital Services Unit

Administrative Assistant

Duties and responsibilities linked to the post:

• Ensure administrative support; 
• Co-ordinate the document flow and assist in document management; 
• Draft notes, letters, reports and follow up; 
• Carry out data entry and support an administration of electronic databases; 
• Organise and assist during meetings, draft minutes where necessary; 
• Assist with daily correspondence and agenda management; 
• Assist with preparation and follow up of financial documents; 
• Provide assistance in preparation, implementation and monitoring of various tasks 
• Perform basic administrative tasks as copying, scanning, etc.

5. Inspection and Control Office

Administrative Assistant

Duties and responsibilities linked to the post:

• to support in drafting notes, letters, reports and follow ups on documents;
• to support in drafting reports in various areas related to Frontex activities;

Looking for a person to support admin inquiries, preliminary assessments etc. with public service/law enforcement background and law education/experience (preferably).

6. Standing Corps Preparedness and Deployment Unit

Administrative Assistant

Duties and responsibilities linked to the post:

• Encoding data in the Agency’s systems and databases;
• Supporting the reimbursement process for the SC officers in corporate systems;
• Checking correctness of the submitted documentation (invoices, bills, etc);
• Ensuring administrative support to standing corps through the use of internal platforms (outlook or/and ticketing system);
• Preparing reports;
• Assisting in the implementation of relevant framework contacts;
• Contributing to internal and institutional documents in collaboration with other entities;
• Assisting in other administrative tasks.

7.  Deployment Management Division/Standing Corps Preparedness and Deployment / Travel and Mission

Administrative Assistant

Duties and responsibilities linked to the post:

• Encoding data in the Agency’s systems and databases;
• Supporting the reimbursement process for the SC officers in corporate systems;
• Checking correctness of the submitted documentation (invoices, bills, etc)
• Preparing reports;
• Assisting in market researches for contracting purposes;
• Assisting in the implementation of relevant framework contacts;
• Assisting in other administrative tasks.

Skill-sets and Requirements

• Previous working experience in one of the following fields: hospitality services, travel agencies, banks, accountancy
• Work experience in direct contact with clients;
• Work experience with complaints management; 
• Multi-tasking: ability to handle multiple requests simultaneously
• Excellent command of English (written and spoken)
• Good knowledge of Microsoft Office and Google suite tools
• Personal skills and competences required: Active listening; Ability to work under pressure; Attention to detail; Excellent time-management
• Demonstrated ability to work individually and in team.

Education & Experience

Previous studies and/or working experience in fields related to hospitality services, travel agencies, banks, accountancy, EU/international affairs, social sciences or similar.

Job Reference: IW778