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 in Human Resources and Corporate Services Division / Financial Services Unit
(3 positions)
Responsibilities:
- 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).
Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit
(2 positions)
Responsibilities:
- 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.
- to support Contract Management Correspondent in updating of the HR contracts consumption reports
- to support Contract Management Correspondent in updating Contract Information Page/s for HR contracts
- to assist HR’s ICT function from an administrative perspective, in particular in the context of the upcoming implementation and roll-out of new HR-ICT services.
Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit / Talent Acquisition and Planning Sector
(1 position)
Responsibilities:
- Organisational and administrative support in selection processes (verification of eligibility, scheduling of meetings, preparation of various types of documents minutes, reports);
- Support in pre-boarding procedures (preparation of Document Management System requests for access cards and IT equipment, scheduling medical check-ups, communicating with candidates);
- to monitor functional mailboxes and communicate with internal and external parties;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- 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 perform basic administrative tasks as copying, scanning, etc.
Administrative Assistant in Human Resources and Corporate Services Division/ Human Resources Unit/Personnel Administration Sector/Remuneration and Benefits Team
(2 positions)
Responsibilities:
- to verify and manage personal files of Frontex staff (including paper and electronic filing and archiving/registering new documents)
- to encode data in HR information systems
- to assist in onboarding of new staff members
- to prepare certificates, draft e-mails, assist in the flow of all working documents
- to monitor functional mailboxes and communicate with internal and external parties;
- to provide administrative support in general administrative procedures on the specific HR subjects;
- to support in drafting notes, letters, reports and follow ups on documents;
- to perform basic administrative tasks as copying, scanning, etc.
- to provide administrative support in HR administrative procedures;
- to support the document flows and archiving related to onboarding of new staff;
- processing requests regarding personnel administration of FRONTEX staff;
- to support in drafting HR notes, letters, reports and follow ups on HR documents;
- to carry out HR data entry and support HR administration and monitoring of HR electronic databases;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to monitor functional HR mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
Administrative Assistant in Operational Support Division / Operational Preparedness and Deployment Unit / Deployment Sector
(1 position)
Responsibilities:
- assisting the mission performers in inserting the necessary information and documentation in the Mission Processing System
- processing mission orders
- processing mission claims
Administrative Assistant in Strategy, Governance and External Relations Division
(1 position)
Responsibilities:
- 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).
Administrative Assistant in Strategy, Governance and External Relations Division/Strategy, Governance and Transparency Unit/ Transparency, Accountability and Document Management Sector
(1 position)
Responsibilities:
- Daily managing of the Public Register of Documents with uploading documents;
- support the sector in organisation of PAD trainings and transparency workshops;
- support monitoring of Agency’s compliance with reporting obligations and implementation of audit recommendations, without prejudice to the role of the Internal Audit Capability;
- support developing policy proposals and recommendations related to strengthening the
- principle of transparency and facilitating their implementation across the Agency;
- Support coordinating preparation of regular reports on its activities to the European Parliament;
- support the monitoring the implementation of the Transparency Policy and evaluating the impact of policies and transparency related initiatives
- 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).
Essential requirements:
- Education: successfully completed secondary education related to the business needs;
- Work experience: At least 1 year of professional experience in the specific duties involved;
- Computer skills: very good skills in the main MS Office software (Word, Excel, Outlook, PowerPoint)
- Language skills: very good command of both written and spoken English (at least B2)
Advantageous:
- University Degree
- Knowledge of additional EU language
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
Job Reference: CR868
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