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.
Interim Administrative Assistant in Operational Support Division/ Operational Preparedness and Deployment Unit/ Pre-deployment Organization Sector/ Pre-Deployment Preparedness Team
Description of 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;
Requirements:
- Education: successfully completed secondary education related to the business needs.
- Work experience: 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 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
Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.
