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 Data Protection Office.
Description of responsibilities is as follows:
- Provide administrative support in general administrative procedures, including monitoring deadlines, setting up reminders, managing the task list etc;
- Prepare and format the documents for publication, incl on Frontex website;
- Support in preparing and formatting templates, documents, presentations etc;
- Monitor assignments to the Office, including in the electronic databases (e.g., document management system etc);
- Support in administration and management of electronic databases;
- Perform basic administrative tasks as copying, scanning, etc;
- Monitor functional mailboxes and internal filing systems (incl mailbox folders and Sharepoint folders);
- Assist in handling correspondence with internal and external parties, including communicating directly on the topics of administrative nature;
- Support the document management and flows, take care of filing and archiving of documents and relevant correspondence;
- Support in maintaining and monitoring the internal registers and repositories of the Data Protection Office;
- Support in managing the calendar and daily agenda of the Head of Office, schedule meetings when requested etc;
- Support in drafting notes, letters, reports, summaries etc;
- Assist and support in mission preparations, search for suitable travel arrangements, prepare draft mission orders and draft claims for mission expenses;
- Assist in the organisations of meetings, both in person and online;
- Draft meeting minutes if requested;
- Maintain and update contact lists;
- Support in the preparation of procurement requests and reimbursement of claims in line with applicable financial rules
- Assist and support in the preparation of reports, including gathering statistical data (tables, graphs and charts);
- Any other tasks assigned by the DPO.
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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