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 Equipment and Logistics Division / Logistics and Services Unit / Field Logistics and Services Sector.
Job Description
- 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.
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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