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.
1. Administrative Assistant in Human Resources and Corporate Services Division/Human Resources Unit/Personnel Administration Sector/Remuneration and Benefits Team
- to support the process of implementation of the new electronic personal file system in Frontex;
- to process individual declarations of staff related to standby duty and overtime;
- to prepare certificates, draft e-mails, assist in the flow of all working documents;
- to register and file documents in the dedicated electronic systems as well as in the physical archives;
- to provide administrative support in general administrative procedures on the specific HR subjects, especially to onboarding of new employees, as required;
- to monitor functional mailboxes of the R&B team and dispatch the e-mails for follow-up in line with the established processes;
- to reply to queries from the Agency’s staff in the area of assigned responsibilities, mainly via Service Now and e-mail.
Requirements:
- minimum 1 year of experience in HR,
- good knowledge of Outlook, Excel and Word,
- familiarity with Service Now or a similar ticketing system,
- desired skills/features: teamwork, communication, analytical, high sense of responsibility and confidentiality.
2. Administrative Assistant in Operations Management Division
- to provide administrative support in general administrative procedures;
- 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 support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to proofread documents drafted in the Division;
3. Administrative Assistant in Operations Management Division/ Frontex Operations Centre/Service Management Sector
- To assist in creation of advanced multimedia presentations using Microsoft tools, ensuring high quality and visually outputs for internal briefings and management meetings.
- To co-ordinate and monitor the workflow of correspondence/documents with internal and external stakeholder received in Frontex Operations Centre functional mailboxes. Ensure obligations and deadlines are met and maintain clear records of all incoming and outcoming correspondence.
- To collaborate within the internal teams to gather information for the preparation of statistical data (tables, graphs, and charts).
- To assist in developing promotional materials and supporting internal communications.
- To contribute to the establishment of certain business processes, helping to streamline administrative workflows and SOPs.
- To support in drafting briefing notes, letters, reports and follow ups on documents.
- Supporting the finalization and distribution of official documentation.
- To support Management and staff members with administrative procedures.
- To assist in the organisations of online and physical meetings and drafting minutes, as necessary.
4. Administrative Assistant in Operational Support Division/ Operational Preparedness & Deployment Unit /Deployment Sector/Missions 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 carry out data entry and support an administration and monitoring of electronic databases; especially Mission Travel related administration.
- to assist in handling correspondence, arranging missions, validating mission claims in line with the financial rules
- 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 track and file mission expense reports.
- to monitor functional mailboxes and communicate with internal and external parties
5. Administrative Assistant in Return Division/Return Operations and Voluntary Returns Unit / Return Planning and Evaluation Sector
Support the work of the Unit Coordination Office, through:
- Management of all communication to and from RVR (both internal and external), via functional mailboxes.
- Coordination of all tasks for RVR, distributing them to the Sectors/teams and tracking the progress
- Coordination and organisation of meetings (both offline and online) and draft meetings minutes
- Provide support to the Sectors and teams where necessary in fulfilling the tasks
- Support in drafting of notes, letters, reports and follow-ups on documents.
- Continuous support to the Head of Unit, Heads of Sector, Teams and any other colleague within and outside of RVR.
General requirements:
- Education: successfully completed secondary, preferred higher education in administration, international relations, law, international security, or finance
- Practical work experience
- Computer skills: very good skills in the main MS Office software
- Excellent command of English (written and spoken)
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 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
Q&A's
1. What type of contract will I be signing?
Interim workers sign a temporary job contract (umowa o prace), not a civil contract (zlecenie) It provides employee rights to holidays (2 days after each month worked) and sick leaves paid (80%) after 1 month work. All according to the Polish labour code. The contracts are fixed-term: currently until December 22nd, 2026. Frontex has a Christmas-New Year break, and the next contract is signed for January-February according to initial budget plans. It is followed by the next contract from March till December- Christmas time. The total length of contracts summed cannot exceed 18 months.
2. What benefits does Frontex offer? Would I be able to get a Multisport card?
We offer Multisport cards for PLN 95 monthly deducted from your net salary and private medial care for PLN 160 monthly deducted from your net salary.
3. Where is the Frontex office I would be working out of?
Frontex has 3 premises in Warsaw where a particular department can work: Plac Europejski and Wronia Street in the city center near Rondo Daszyńskiego metro station and Tasmowa Street in Mokotów where you can commute by tram, bus, or train. Interims work in a hybrid mode: in the office and remotely from home.
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