FRONTEX Administrative Assistant

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 Administrative Assistants to work for the European Border and Coast Guard Agency (FRONTEX). The chosen candidates will be forming part of FRONTEX interim staff providing support in specific areas.  

Interim Administrative Assistant  

The selected interims will support the Human Resources and Corporate Services Division / Human Resources Unit / Personnel Administration Sector / Time Management and Pay Team, performing the following indicative tasks:

• provide administrative support in general administrative procedures;
• support the document flows and archiving;
• support in drafting notes, letters, reports and follow ups on documents;
• carry out data entry and support an administration and monitoring of electronic databases;
• support in preparation and evaluation of internal trainings;
• assist in the organisations of online and physical meetings and drafting minutes as necessary;
• assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
• support the preparation and follow-up of financial commitments and documents;
• archive invoices, payment records and bank statements; 
• support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
• support in the review and preparation of documentation attached to claims, invoices and requests for payments;
• provide assistance in preparation, implementation and monitoring of contracts;
• assist in the preparation of statistical data (tables, graphs and charts);
• support in drafting reports in various areas related to Frontex activities;
• track and report on team hours and file expense reports; 
• monitor functional mailboxes and communicate with internal and external parties;
• perform basic administrative tasks as copying, scanning, etc.

Interim Administrative Assistant

The selected interim will support the Data Protection Office, performing the following indicative tasks:

• Perform basic administrative tasks as copying, scanning, etc;
• Monitor functional mailboxes and communicate with internal and external parties;
• Assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
• Provide administrative support in general administrative procedures, including flagging deadlines, urgent requests and updating the tasklists;
• Support the document flows and filing;
• Assist in updating the respective Registries on a case-by-case basis;
• Support in drafting notes, letters, reports and follow ups on documents;
• Assist in the organisations of online and physical meetings, drafting minutes as necessary and maintaining contact lists;
• Support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
• Assist in the preparation of statistical data (tables, graphs and charts);
• Support in drafting reports in various areas related to Frontex activities;
• Any other Tasks assigned by the DPO.

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 and 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