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 Equipment and Logistics Division/Logistics Unit/Field Logistics & Services Sector
General Administrative & Logistical Support
- Provide day-to-day administrative support to the FIELDOG team, ensuring smooth execution of standard operational procedures.
- Manage functional mailboxes, screen incoming correspondence, and efficiently route communications to internal and external stakeholders.
- Coordinate agenda management, including scheduling physical and online meetings, booking rooms, and managing calendars.
- Perform core clerical duties, such as copying, scanning, printing, and distributing materials as needed.
Document & Data Management
- Manage document workflows and maintain robust electronic and physical archiving systems in line with organizational standards.
- Draft professional correspondence, including notes, letters, meeting minutes, briefing points, and progress reports.
- Execute accurate data entry and assist in monitoring and maintaining internal electronic databases.
- Compile and analyze statistical data to generate structured tables, graphs, and charts for team reporting.
- Contribute to drafting reports across various functional areas related to Frontex operational activities.
Financial & Procurement Assistance
- Support the preparation, review, and follow-up of financial commitments, invoices, payment records, and bank statements.
- Verify documentation attached to financial claims, reimbursement requests, and invoices to ensure compliance with financial rules.
- Assist with procurement requests and process reimbursement claims accurately and within established deadlines.
- Track and report on team working hours and compile standard financial or time-tracking spreadsheets.
Contract & Training Support
- Assist in preparing, implementing, and monitoring operational contracts and service agreements.
- Support the logistics, preparation, and evaluation of internal training sessions, workshops, and team events.
2 Administrative Assistant in Inspection and Control Office
- administrative support on administrative inquiries and general investigations.
- 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.
3 Administrative Assistant in Operational Planning Division/Programs and Policies Unit
- to provide administrative support in daily duties of the team and the Sector;
- to support other team members with elaboration of documents, presentations and day-to-day follow-up;
- to draft notes, letters, reports and handle their internal consultation;
- to contribute to the developmental activities of the entity focusing on streamlining the work and improvements in operational functioning;
- to monitor functional mailboxes and communicate with internal and external parties;
- to support in the document flow, archiving and tracking progress in the entity’s tasks in coordination with the relevant offices;
- to assist at meetings, including preparations and drafting minutes where necessary;
- to support procurement issues and event organization (conferences, meetings, visits, workshops) within a dedicated team and at Sector level;
- to support with mission arrangements;
- to carry out data entry and support in administration and monitoring of electronic databases as well as preparation of the data overviews based on the dedicated tools where necessary;
- to perform basic administrative tasks as copying, scanning, etc.
4 Administrative Assistant in Strategy, Governance and External Relations Division /Strategy, Governance and Transparency Unit/ Transparency, Accountability and Document Management Sector/Document Management Team
- to support document management activities and handling official correspondence;
- to support the day to day information exchange with cooperation partners and liaise with internal and external customers;
- to monitor functional mailboxes;
- to support the document flows and archiving;
- to support the maintenance and proper functioning of the document management systems;
- to provide administrative support in general administrative procedures;
- to perform basic administrative tasks as copying, scanning, organisation of meetings, etc.;
- to carry out data entry and support an administration and monitoring of electronic databases.
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.
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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