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. Management Division / Standing Corps Preparedness and Deployment Unit

Administrative Assistant

Duties and responsibilities linked to the post:

• Ensuring administrative support through the use of internal platforms (e.g. ARES, MiPS, etc.);
• Coordinating the document flow and assisting in archiving;
• Drafting briefing notes, letters, reports;
• Contributing to internal and institutional documents in collaboration with other entities;
• Carrying out data entry and supporting with the management of electronic databases;
• Assisting during meetings and ensuring follow up;
• Managing correspondence and agenda set up;
• Supporting project management teams;
• Contributing to draft reports in various areas of Frontex activities;
• Keeping track of and reporting on team hours and generating file expense reports; 
• Assisting in basic administrative tasks as copying, scanning, etc.

Selection criteria:

• Professional qualifications, competences, and experience required
• Previous studies in fields related to the EU/international affairs, social sciences or similar
• Preferred work experience in research, consultancy, and/or EU institutions/International Organizations
• Good knowledge of European public policies related to Justice and Home Affairs.
• Broad understanding of Frontex activities, mission and values 
• Good knowledge of Microsoft Office (incl. Excel) and Google suite tools 
• Personal skills and competences required:
• Strong ability to build and maintain a cooperative work environment 
• Strong organizational skills and ability to work under pressure
• Ability to work autonomously and to oversee and coordinate inter-sectorial work
• Multi-tasking: ability to handle multiple requests simultaneously.
• Excellent command of English (written and spoken)
• Active listening and sense of initiative.
   

2. European Centre for Returns / Return Operations and Voluntary Returns Unit 

Administrative Assistant

• Assisting in preparation and follow up of correspondence: drafting notes and letters;
• Support in the drafting of project-related documents;
• Supporting the service desk in daily operations, including issuing of tickets, customer support as well as maintaining contacts with various stakeholders (IT/ICT team, travel agency, return units of the respective Member States)
• Preparation and updating statistical data;
• Verifying documentation related to claims, invoices and requests for payments;
• Missions and diary management, arranging meetings and trainings, drafting minutes.
   

3. European Centre for Returns / Pre-Return Unit

Administrative Assistant

• launch Call for Project Proposals, compiling Project Proposals, maintaining updated the relevant Project site, organising required consultation meetings with internal and external stakeholders;
• assist in the development of the Business Case for VC for identification, undertake all admin and logistical matters for the organisation of meetings with Member States and internal stakeholders;
• assist in the development of business documentation;
• drafting invitations and manage all logistical arrangements for the organisation of a new forum on TC cooperation;
• assist in the development of the Frontex Return Liaison Officer concept
• drafting invitations and manage all logistical arrangements for the organisation of Workshops/meetings
• assist in maintaining of Newsletter and Integrated Return Management Application workspaces.
   

4. Financial, Digital and Security Division / EURUSUR 

Administrative Assistant

• Ensure administrative support in administrative procedures;
• 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;
• Assist with daily correspondence;
• Assist with preparation and follow up of financial documents;
• Provide assistance in preparation, implementation and monitoring of Frontex SO tasks;
• Perform basic administrative tasks as copying, scanning, etc.;
• Assist in the organisation of online and physical meetings and drafting minutes as necessary;
• Manage and keep updated the list of SAB members and liaise with the designated members for collecting required documents;
• Manage and keep updated the SAB meetings decision’s list and action plan’s registry;
• Coordinate and consolidate presentations and schedule for SAB meetings;
• Assist in arranging missions, flights’ bookings and agenda management.
   

5. Governance Support Centre / Coordination Office Governance Support Centre

Administrative Assistant

• managing the agenda of the Director of the Division, preparing mission requests, screening phone calls and correspondence (electronic and on paper);
• taking proper care of procedural and administrative side of the decision-making workflow: ensuring that all the files and documents are reaching the Directors office in a timely manner as well as that they are leaving the office signed and approved or are withdrawn for correction with the respective request for amendment;
• supporting the organisation of internal and external meetings with a broad range of stakeholders;
• supporting the horizontal coordination of the Division’s tasking- collecting and combining inputs and feedbacks from various entities, keeping the deadlines for providing documents and files;
• drafting various types of documents- letters, minutes from meetings, presentations, briefing and explanatory notes;
• performing other clerical and administrative tasks as per request of the respective Director.
   

6, 7 Governance Support Centre / Human Resources Management TMP and R&B

Administrative Assistant

General Personnel Administration (PA) interim assistant tasks with focus on the allowances for standby duty, shift work and overtime:

• Encoding data in HR information systems
• Checking/verifying requests, incl. individual requests of the staff members in the above area  
• Drafting e-mails and documents, as well as assisting in the flow of the working documents
• Monitoring functional mailboxes of the HR team
• Supporting other HR team members in carrying out their duties in the above area
• Contacts with staff members on request
• Filing and archiving of documents.

As for HR, experience be advantageous but not essential. Uni diploma and general Admin professional experience of 1 year.  Experience with Word, Excel and Outlook, as well as attention to detail are a must.

Skill-sets and Requirements

• 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
• Multi-tasking: ability to handle multiple requests simultaneously.
• Excellent command of English (written and spoken)
• Demonstrated ability to work individually and in team.

Education & Experience

Previous studies in fields related to the EU/international affairs, social sciences or similar

Job Reference: IW778