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.
Administrative Assistant positions in different departments;
1 Administrative Assistant in Equipment and Logistics Division/Engineering and Acquisition Unit/Acquisition Sector
- Providing support in preparing/reviewing contractual documentation related to Acquisition of technical equipment and services in the context of meeting expected LOGISTICS unit or end user needs, system configuration constraints, alignment with Frontex policies, data protection and security obligations.
- Contributing to coordinate the contractual activities in EQUIPMENT, interfacing the external suppliers/service providers when delivering the technical equipment/services;
- Under the supervision of EQUIPMENT Project/Contract Manager, to monitor and control contractual related tasks as derived by the portfolio initiatives and/or procurement activities.
- Supporting LOGISTICS unit while maintaining the list and configuration (inclusive of lifecycle management) of subsystems, equipment, devices, etc. installed in the technical assets owned by Frontex (to carry out data entry and support an administration and monitoring of electronic databases, to assist in the preparation of statistical data, etc.);
- Supporting EQUIPMENT unit in the preparation of documentation planned during the systems development lifecycle and establishing technical procedures while contributing to products acceptance tests (recording the procedures followed, such as release checklists and meeting notes, ensuring consistency with test reports and compliance logs, etc.).
2 Administrative Assistant in Equipment and Logistics Division / Engineering and Acquisition Unit / Engineering Sector
- Providing support in preparing/reviewing technical documentation related to Acquisition of technical equipment and services in the context of meeting expected LOGISTICS unit or end user needs, system configuration constraints, alignment with Frontex policies, data protection and security obligations.
- Contributing to coordinate the technical activities in EQUIPMENT, interfacing the external suppliers/service providers when delivering the technical equipment/services;
- Under the supervision of EQUIPMENT Project/Contract Manager, to monitor and control technical related tasks as derived by the portfolio initiatives and/or procurement activities;
- Supporting LOGISTICS unit while maintaining the list and configuration (inclusive of lifecycle management) of subsystems, equipment, devices, etc. installed in the technical assets owned by Frontex (to carry out data entry and support an administration and monitoring of electronic databases, to assist in the preparation of statistical data, etc.);
- Supporting EQUIPMENT unit in the preparation of documentation planned during the systems development lifecycle and establishing technical procedures while contributing to products acceptance tests (recording the procedures followed, such as release checklists and meeting notes, ensuring consistency with test reports and compliance logs, etc.)
3 Administrative Assistant in in Equipment and Logistics Division/Logistics Unit/Central Logistics Support Sector
Oversee workload management, ensuring the team's capacity to handle:
- Peak periods and fluctuating demands
- Urgent or unexpected changes in workload minimizing disruptions and maintaining productivity
- Perform a range of administrative tasks, including:
- to provide administrative support in general administrative procedures for Transportation Management and non-technical equipment distribution.
- to carry out data entry and support and administration and monitoring of electronic databases
- to support management of transportation requirements with the use of the Transportation Management System.
- to support management of supplies distribution requirements with the use of Warehouse Management System requirements with the use of the Transportation Management System.
- to support the preparation and follow-up of shipments/transportation/deployment of supporting equipment
- to collect and manage tickets of non-technical equipment requests
- to assist in the preparation of statistical data (tables, graphs and charts)
- to support in drafting reports and situational updates in supply chain activities for non-technical equipment
- to track and report on emerging needs for nontechnical equipment
- to monitor functional mailboxes and communicate with internal and external parties
4,5 Administrative Assistant in Equipment and Logistics Division / Logistics and Services Unit / Field Logistics and Services Sector
- Drafting & Formatting: Assist in drafting, formatting, and proofreading Standard Operating Procedures (SOPs), concept papers, and guidelines to ensure they meet Frontex’s corporate standards.
- Version Control: Maintain the master repository for Operational Plans, SAPs, and Evaluation Reports, ensuring that all revisions are accurately tracked and archived.
- Document Flow Management: Coordinate the internal approval circuit for new logistics policies, ensuring timely feedback from relevant authorities.
- Logistics Liaison: Act as a point of contact for monitoring functional mailboxes
- Meeting Coordination: Organize and minute technical meetings tracking action points to ensure a high on-time completion rate for day-to-day activities.
- Mission Support: Arrange missions and travel logistics for team members deploying to operational areas to implement field logistics solutions.
- Research & Data Collection: Conduct basic research and compile data to support the drafting of Logistics documents and stakeholder reports.
- Reporting Support: Assist in the preparation of statistical data (graphs, tables, and charts) for regular evaluations of Field Logistics activities.
- Database Administration: Carry out data entry and monitoring of electronic databases used to track logistics performance and operational requirements.
- Financial Documentation: Support the preparation and follow-up of financial commitments specifically related to field logistics projects and procurement requests.
- Audit Readiness: Archive and organize invoices, payment records, and contract-related documents to ensure full transparency and compliance for budget management.
- Agenda Management: Manage the team calendar to ensure deadlines for logistics project milestones are met.
- Training Logistics: Support the organization and evaluation of internal logistics trainings, including participant lists and material preparation.
- General Administration: Perform essential office tasks (scanning, filing, archiving) to maintain a lean and efficient Sector environment.
6,7 Administrative Assistant in Human Resources and Corporate Services Division/Financial Services Unit
- To perform correspondence management activities in the remit of FIN unit
- To register invoices/claims in ABAC/SUMMA (the agency’s financial management system)
- To identify and match invoices with other documents necessary for payment (Purchase Orders, Contracts)
- To register legal entities and bank accounts in SUMMA after introducing invoice details
- To file documents
- Control mailboxes related to data entry activities
- Any other tasks requested by Head of Unit that are relevant to the post
- Support with conducting needs analysis from the implementation of a new financial software (SUMMA)
- Support with training sessions, discussions, and requesting feedback from the participants
- Monitoring progress, effectiveness, and improvement of the training sessions
- Support with management of Knowledge database
- Support with overall SUMMA Implementation in the short to medium term
- Contribute to the drafting of notes, letters, reports in various areas related to FIN activities
- Provide administrative support throughout FIN
- Monitoring, on daily bases, functional mailbox and communicating to the team of any pending requests,
- Preparing and dispatching the reports on the budget implementation,
- Saving reports in the folders (‘public’ and unit’s) on weekly basis,
- Sending list of payments to Member States/Schengen Associated Countries on monthly basis,
- Updating Budget Masterfile with ED decisions on budget transfers,
- Developing spreadsheets for budget monitoring and reporting,
- Contacting budgetary correspondents to obtain budget related information, particularly for budget reviews, budget planning, updating forecast etc.,
- Co-drafting report on the outcome of the budget reviews,
- Preparing charts and PPT slides when requested,
- Engaging in other tasks if needed, particularly related to budget related enquires and development of IT tool for the budget management and monitoring,
- Preparing and dispatching files with open transactions during the end of year period (October-December).
8 Administrative Assistant in Human Resources and Corporate Services Division/Human Resources Unit
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to carry out data entry and support an administration and monitoring of electronic databases;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
- to update and cross check staff data in the organigrams and in other related files
9 Administrative Assistant in EIBM Intelligence Division/Analysis Unit/Regional Analysis Sector/South-East Team
- to provide administrative support in general administrative procedures for the team leader and team staff;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to carry out data entry and support an administration and monitoring of electronic databases;
- to support in preparation and evaluation of internal trainings;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist the analysts with regular and ad hoc OSINT data collection;
- to assist the analysts in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
10 Administrative Assistant in EIBM Intelligence Division/Fusion Unit/EUROSUR Fusion Services Sector
- to provide administrative support in general administrative procedures and project management;
- to support the document flows and archiving;
- to monitor functional mailboxes;
- to support in drafting notes, letters, reports and follow-up on documents;
- to carry out data entry and support with administration and monitoring of electronic platforms;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to organise meetings and events, including with MS.
11 Administrative Assistant in EIBM Intelligence Division/Fusion Unit/Foresight and Stakeholder Management Sector
- to provide administrative support in general administrative procedures and project management;
- to support the document flows and archiving;
- to monitor functional mailboxes;
- to support in drafting notes, letters, reports and follow-up on documents;
- to carry out data entry and support with administration and monitoring of electronic platforms;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to organise meetings and events, including with MS.
12 Administrative Assistant in Operations Support Division/Operational Financial Office
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to carry out data entry and support an administration and monitoring of electronic databases;
- to support in preparation and evaluation of internal trainings;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
- to support the preparation and follow-up of financial commitments and documents;
- to archive invoices, payment records and bank statements;
- to support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
- to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- to provide assistance in preparation, implementation and monitoring of contracts;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to track and report on team hours and file expense reports;
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
13 Administrative Assistant in Operations Support Division/Operational Support Systems Unit/Operational System and Document Community Outreach Sector
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in handling correspondence;
- to support the preparation and follow-up of financial commitments and documents;
- to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- to assist in the preparation of statistical data (tables, graphs and charts);
- support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
14 Administrative Assistant in Return Division/Return Knowledge Office
- to carry out data entry and support an administration and monitoring of electronic databases;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to collect, organise, retrieve and analyse return-related operational data – with the use software tools such as MS Excel, Power BI, SAS VA, SharePoint - to support internal reporting;
- to support the maintenance and update dashboards and databases, perform regular and ad-hoc data quality checks on return data;
- to assist the team in liaising within the division, with other Frontex entities and external partners to ensure smooth and consistent information flow in the domain of return.
15 Administrative Assistant in Return Division/Return Knowledge Office/ Return Financial Team
- provide administrative support in general administrative procedures;
- data entry and support finance related tasks within the relevant systems
- support the document flows and archiving - file invoices, payment records and bank statements;
- shared mailbox gatekeeping - monitor functional mailboxes and communicate with internal and external parties where necessary;
- 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;
- assist in the preparation of statistical data (tables, graphs and charts)
- support in drafting and/or proof reading reports and presentations for various finance related aspect of operational activities;
- perform basic administrative tasks as copying, scanning, etc.
Requirements:
- Fluency in English min B2
- Strong proficiency in using Microsoft Excel, Word, PowerPoint, SharePoint (architecture, lists, and libraries).
- Work experience in customer service and team collaboration
- Basic knowledge of finance and accounting concepts
- Drive to learn and cover responsibilities with minimum dependency
- Financial profile would be an asset
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16 Administrative Assistant in Return Division/Return Knowledge Office/Business Support Team
- to draft and/or edit notes, letters, and reports (with stylistic and linguistic accuracy) and follow up on them;
- to monitor and assist in handling all in and out correspondence via functional mailbox,
- to prepare statistical data (tables, graphs and charts);
- to carry out data entry and support an administration and monitoring of electronic databases;
- to coordinate and monitor the workflow of horizontal tasks and related documents;
- to communicate effectively with internal and external parties;
- to maintain records of all task related workflow;
- to support in the organisations of online and physical meetings, trainings, workshops, and drafting agendas and minutes as necessary;
- to perform administrative tasks as required.
17 Administrative Assistant in Return Division/Return Operations and Voluntary Returns Unit/Return Planning and Evaluation Sector
- to manage and monitor functional mailboxes on Unit-level and communicate with internal and external parties;
- to coordinate and track all tasks to be executed by the different sectors and teams in the Unit and provide support to the teams where necessary in the fulfilling of the tasks
- to support in drafting notes, letters, reports and follow ups on documents;
- to support the administration and monitoring of electronic databases;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in the preparation of statistical data (tables, graphs and charts);
18 Administrative Assistant in Return Division/Return Operations and Voluntary Returns Unit/Return Planning and Evaluation Sector/Legal and Strategy Team
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to provide assistance in preparation, implementation and monitoring of contracts;
- to support in drafting reports in various areas related to Frontex activities;
- Advantageous if the candidate has experience in working at travel Agencies or at airlines.
19 Administrative Assistant in Strategy, Governance and External Relations Division
- to provide administrative support in general administrative procedures;
- to support the STRAT division in the migration from ABAC to SUMMA financial systems (SUMMA Ambassador);
- to support the document flows and archiving;
- to carry out data entry into agency’s databases (Mission Processing System, SYSPER data base, SUMMA financial tool) and support with administration and monitoring of electronic databases, this include definition of guidelines within the division;
- to support the preparation and follow-up of financial commitments and documents;
- to support in the definition and implementation of processes for coordination and synchronization of STRAT units/offices financial needs vs STRAT budget;
- to archive invoices, payment records and bank statements;
- to support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
- to follow-up on financial deadlines, such as payment due dates, budget submissions, and financial reporting requirements, to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- to assist in the preparation of statistical data (tables, graphs and charts).
20 Administrative Assistant in Strategy, Governance and External Relations Division/EU Affairs Unit
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in drafting notes, letters, reports and follow ups on documents;
- to monitor functional mailboxes and communicate with internal and external parties;
- to monitor the timelines for the implementation of Unit’s tasks;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
- to support the preparation and follow-up of financial commitments and documents;
- to archive invoices, payment records and bank statements;
- to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to perform basic administrative tasks as copying, scanning, etc.
Requirements:
- Successfully completed secondary education related to the business needs.
- At least 1 year of professional experience in the specific area depending on the business needs.
- Very good skills in the main MS Office software (Word, Excel, Outlook).
- Very good command of both written and spoken English (at least B2)
Personal skills:
- High level of responsibility and ability to work independently
- High level of service orientation
- Ability to work under pressure and experience in organizing work and prioritizing accordingly
- Ability to communicate efficiently at all levels internally and externally and in appropriate manner
- Strong sense of accuracy and attention to detail
- High level of discretion and ability to handle confidential matters
- Proven organizational skills
- Ability to adapt to a dynamic working environment
- Ability to learn new skills and software
- Ability to work in a team
Advantageous:
1. Education: Depending on the business needs, the following criteria are considered advantageous:
- university degree in the field of business administration, finance or economics;
- knowledge of the EU financial regulatory framework;
- additional education related to asset management;
- university degree in public relations, journalism or languages;
2. Work experience: Depending on the business needs, the following criteria are considered advantageous:
- previous experience in administrative and financial support tasks;
- experience in information management;
- experience in finance and business management, public procurement or accounting;
- experience in supporting project management;
- support in organization of press and outreach events;
- proofreading and editing, text formatting and graphical files, knowledge of publishing workflows;
- experience in assisting in organization of meetings and events.
3. Computer skills: Depending on the business needs, the following criteria are considered advantageous:
- knowledge and experience in working with databases.
- experience in professional layout tools such as Adobe Creative Suite (especially InDesign and Acrobat Pro) or MS Office Publisher.
4. Language skills:
- knowledge of additional EU language
