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.
Administrative Assistant positions in different departments;
1 Administrative Assistant in Strategy, Planning and Quality Office (PLAN )
- to provide administrative support in general administrative procedures;
- to support coordination and monitoring of tasks
- 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 assist in the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
2 Administrative Assistant in Equipment and Logistics Division
- o 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 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 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 perform basic administrative tasks as copying, scanning, etc.
- 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 Support budget-related activities, including the preparation of financial reports and budget monitoring.
3 Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit
- 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;
- o 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.
- to support Contract Management Correspondent in updating of the HR contracts consumption reports
- to support Contract Management Correspondent in updating Contract Information Page/s for HR contracts
- to assist HR’s ICT function from an administrative perspective, in particular in the context of the upcoming implementation and roll-out of new HR-ICT services
4 Administrative Assistant in Human Resources and Corporate Services Division Human Resources Unit/Personnel Administration Sector/Expatriate Services Team
- Provide support in general administrative procedures, including visits to public administration offices.
- Verifying, accepting and processing staff’s applications.
- Supporting the review of tax refund claims, invoices and requests for payments.
- Supporting documents’ flow and archiving.
- Carrying data entry, supporting administration and monitoring of electronic databases.
- Monitoring functional mailboxes and communicating with internal and external parties.
- Support for drafting notes, letters, articles, announcements, and reports.
- Assisting in the organisation of online and physical meetings and drafting minutes.
- Performing basic administrative tasks as copying, scanning, etc.
5,6 Administrative Assistant in Human Resources and Corporate Services Division Human Resources Unit/Personnel Administration Sector /Remuneration and Benefits Team
- to process individual declarations of staff related to standby duty and overtime;
- to prepare certificates, draft e-mails, assist in the flow of all working documents;
- to register and file documents in the dedicated electronic systems as well as in the physical archives;
- to provide administrative support in general administrative procedures on the specific HR subjects, especially to onboarding of new employees, as required;
- to monitor functional mailboxes of the R&B team and dispatch the e-mails for follow-up in line with the established processes;
- to reply to queries from the Agency’s staff in the area of assigned responsibilities, mainly via Service Now and e-mail.
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.
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7 Administrative Assistant in Human Resources and Corporate Services Division /Human Resources Unit/Personnel Administration Sector/ Time Management and Pay Team
- 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 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.
8 Administrative Assistant in Human Resources and Corporate Services Division /Human Resources Unit/Personnel Administration Sector
- 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 support in mission preparations and requests;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- 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.
9 Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit/ Talent Acquisition and Planning Sector/ Recruitment Planning Team
- Organisational and administrative support in managing attractiveness events and activities (e.g. in person and online job fairs, social media updates)
- Organisational and administrative support in selection processes (verification of eligibility, scheduling of meetings, preparation of various types of documents- minutes, reports);
- Support in pre-boarding procedures (preparation of Document Management System requests for access cards and IT equipment, scheduling medical check-ups, communicating with candidates);
- to monitor functional mailboxes and communicate with internal and external parties;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to carry out data entry and support an administration and monitoring of electronic databases;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to perform basic administrative tasks as copying, scanning, etc.
10 Administrative Assistant in EIBM Intelligence Division /Capacity and Readiness Unit
- to provide administrative support in general administrative procedures
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to carry out data entry and support administration and monitoring of electronic databases;
- to monitor functional mailboxes and communicate with internal and external parties;
- to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- to prepare Power Point presentations based on provided input;
- to support the electronic document flows and archiving;
- to perform basic administrative tasks as copying, scanning, etc.
11 Administrative Assistant in Operations Management Division
- to provide administrative support in general administrative procedures;
- to support in drafting notes, letters, reports and follow ups on documents;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to proofread documents drafted in the Division;
12 Administrative Assistant in Operations Management Division/Situational Assessment and Crisis Management Unit / Situational Assessment Sector
- 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 monitor functional mailboxes and communicate with internal and external parties;
- to support in drafting notes, letters, reports and follow ups on documents;
- to provide administrative support in general administrative procedures;
- to support the document flows and archiving;
- to support in preparation and evaluation of internal trainings;
- to assist in the organisations of online and physical meetings and drafting minutes as necessary.
13 Administrative Assistant in Operations Planning Division/Operations Planning Unit / Specific Planning Sector
- 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.
14,15 Administrative Assistant in Operations Planning Division/Operations Programmes and Policies Unit/ Operations Policies and Projects Sector
- to ensure support in administrative procedures;
- to co-ordinate the document flow, assist in archiving and follow-up in the team tasks in coordination with the relevant offices;
- to monitor functional mailboxes and communicate with internal and external parties;
- to draft notes, letters, reports and follow up;
- to assist at meetings, drafting minutes where necessary;
- administrative support in management of projects;
- to support operational staff with preparation of documents, presentations and day-to-day follow-up;
- 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 support procurement issues and event organization (conferences, meetings, visits, workshops) at Sector level;
- to support with mission organisation.
- to perform basic administrative tasks as copying, scanning, etc.
16,17,18,19,20 Administrative Assistant in Operations Planning Division/Operations Preparedness and Deployment Unit/ Deployment Sector/Missions Team
- 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; especially Mission Travel related administration.
- to assist in handling correspondence, arranging missions, validating mission claims in line with the financial rules
- to support in the review and preparation of documentation attached to claims, invoices and requests for payments.
- to assist in the preparation of statistical data (tables, graphs and charts);
- to track and file mission expense reports.
- to monitor functional mailboxes and communicate with internal and external parties.
21 Administrative Assistant in Operations Planning Division/Operations Preparedness and Deployment Unit/ Deployment Sector/Deploy Team
- 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 assist in the organisations of online and physical meetings and drafting minutes as necessary;
- to support the preparation and follow-up of financial commitments and documents;
- 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 monitor functional mailboxes and communicate with internal and external parties
22 Administrative Assistant in Human Capital Division/European Border and Coast Guard Academy
- 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 the preparation of statistical data (tables, graphs and charts);
- to support in drafting reports in various areas related to Frontex activities;
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
23 Administrative Assistant in Security and Information Management Division/Digital Services Unit
- 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 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 track and report on team hours and file expense reports;
- to monitor functional mailboxes and communicate with internal and external parties.
24 Administrative Assistant in Security and Information Management Division/Security Unit
- To provide general administrative support to the Senior Security Officers;
- To provide administrative support for guards shift planning;
- To provide administrative support in distribution of crypto products;
- To provide administrative support in procurement and finance procedures;
- To provide administrative support in handling Data Protection procedures;
- To support the document flows and archiving, including via Advanced Record System;
- 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 and SEC intranet;
- 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;
- Horizontal administrative assistance Unit, including agenda and meeting planning.
Requirements:
- Successfully completed secondary education related to the business needs.
- 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 adapt to a dynamic working environment
- Ability to learn new skills and software
- 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
