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 Assistants in different departments.
1.Administrative Assistant in Equipment and Logistics Division/Logistics Unit/Field Logistics Services 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 electronicdatabases;
- 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.
2.Administrative Assistant in Human Resources and Corporate Services Division/Human Resources Unit
- to provide administrative support in general administrative procedures;
- to monitor functional mailboxes and communicate with internal and external parties;
- to coordinate and monitor assignments within the HR Unit, ensuring alignment across the teams/sectors and timely delivery;
- to support in drafting notes, letters, reports and follow ups on documents;
- to assist in the preparation of presentations by means of ICT tools;
- 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 perform basic administrative tasks as copying, scanning, etc.
- 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
3.Administrative Assistant in Human Resources and Corporate Services Division/Human Resources Unit/Personnel Administration Sector/Expatriate Services
- 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.
4.Administrative Assistant in Human Resources and Corporate Services Division/Human Resources Unit/Talent Acquisition and Planning Sector/Standing Corps Recruitment Team
- 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);
- Monitor functional mailboxes and communicate with internal and external parties;
- Assist in the preparation of statistical data (tables, graphs and charts);
- Provide administrative support in general administrative procedures;
- Support the document flows and archiving;
- Carry out data entry and support an administration and monitoring of electronic databases;
- Assist in the organisations of online and physical meetings and drafting minutes as necessary;
- Perform basic administrative tasks as copying, scanning, etc.
5.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.
Requirements:
- at least one year of working experience in an administrative role in international environment;
- English knowledge on at least C1 level;
- xperience in formal English correspondence/drafting of documents;
- ery good knowledge of MS Word, MS Excel and MS PowerPoint software;
- high level of communication skills, ability to multitask, prioritise and work without supervision;
- interest in working on a clerical position in a public sector.
6.Administrative Assistant in Inspection and Control Office
- administrative support on administrative inquiries and general investigations.
- 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.
7. Administrative Assistant in Operational Planning Division/Operations Compliance and Evaluation/Operations Compliance 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.
8. Administrative Assistant in Operations Support Division/Operations Preparedness and Deployment/Pre-Deployment Organisation Sector/Pre-deployment Preparedness 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 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.
9.Administrative Assistant in Return Division/Pre-Return Unit/ International Cooperation for Return Sector
- Supporting Pre-Return Unit in daily organisation of work and tasking
- Supporting the finalisation of the Team’s contributions
- Monitoring functional mailboxes and communicate with internal and external parties
- Assisting in the organisations of online and physical meetings and events at sector and unit
- level, including via managing meeting logistics (checking availability of facilities and participants, booking rooms, ensuring other logistical arrangements are in place), taking minutes, preparing materials and presentations as necessary
- Managing the Unit calendars
- Supporting participation of the Head of Unit and Heads of Sectors in various meetings,
- including meeting involving travel arrangements
- Supporting the Head of Unit in managing Head’s calendar, including organising meetings, following up on meeting outcomes, tracking and prioritising Head’s commitments, etc.
- Drafting reports in various areas related to Unit activities
- Assisting in preparation and follow up of correspondence such as drafting notes and letters
- Supporting in the preparation of procurement requests in line with the financial rules in place
- Supporting other activities in Pre-Return Unit.
10.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 electronicdatabases;
- 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 monitor functional mailboxes and communicate with internal and external parties.
- The assistant should have an excellent command of English.
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.
