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 EIBM Intelligence Division / Analysis Unit / Travel Flow Analysis Sector.
Description of responsibilities would be as follows:
- 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 the preparation 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 keep track of requests reaching the sector and follow-up with staff to ensure that deadlines are met accordingly
- to perform basic administrative tasks as copying, scanning, etc.
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
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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