Konnekt forms part of a consortium handling temporary employment for the European Border and Coast Guard Agency, commonly known as Frontex, based in Warsaw, 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 a Poland-based Project Assistant to form part of the interim staff of FRONTEX who will provide support in specific areas.
Project Assistant positions in different departments
Project Assistant in Human Resources and Corporate Services Division /Human Resources Unit
- to support Human Resources planning and monitoring team in management of tasks;
- to assist in data collection in the area of HR planning and monitoring activities;
- to support in updating HR databases on staff/posts allocation and budget (advanced knowledge of excel);
- to support in reporting activities on different aspects and data of HR activities;
- to assist in the preparation of statistical data (tables, graphs and charts);
- to co-ordinate and monitor the workflow of documents;
- to support in drafting notes, letters, reports and documents;
- to monitor functional mailboxes and communicate with internal and external stakeholders;
- to carry out data entry and support in administration and monitoring of databases;
- to provide administrative support, as needed;
Project Assistant in Return Division/Post-Return Unit/Counselling and Reintegration Support Sector
- To provide administrative support for the Unit and assistance in administrative procedures.
- To support the Unit with review of documents from a legal perspective, with an emphasis on personal data protection.
- To support the Unit to respond to PAD (Public Access to Document) requests.
- To support the Unit's communication activities.
- To support the Unit’s projects through monitoring and following up on the project activities, timelines and milestones.
- Coordination between teams, liaising with other entities supporting the projects.
- To co-ordinate the flow of working documents in liaison with other staff members and units involved.
- To contribute to the smooth execution of projects and activities as well as related communication.
- To provide assistance and support to the Head of Unit/Head of Sector, including agenda management, and take action on their behalf where needed.
- To draft, archive and keep up-to-date notes, letters, reports and any other documents including managing the general folders of the Unit’s workspace as well as the calendar of activities.
- To organise, coordinate and participate (where necessary) in internal and external meetings, events, and draft meeting minutes where necessary.
Project Assistant in Human Capital Division/Standing Corps Selection and Development Unit
- To support team in management of projects, including scheduling, correspondence, filing, and data entry.
- To co-ordinate and monitor the workflow of documents.
- To draft notes, letters, reports, policies, and follow up on them.
- To assist in the organisations of online and physical meetings and drafting minutes as necessary.
- To prepare statistical data (tables, graphs and charts) and reports.
- To monitor functional mailboxes and communicate with internal and external parties.
- To perform administrative tasks as required.
Essential Requirements
- Successfully completed secondary education related to the business needs.
- At least 2 years 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)
Advantageous criteria
- 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;
- Depending on the business needs, the following criteria are considered advantageous:
- Previous experience in supporting
- Project management, administrative and financial tasks;
- Previous experience working in an international or multilingual context.
- Experience in information management;
- Experience in finance and business management, public procurement or accounting;
- 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;
- 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.
- knowledge of additional EU language
Personal skills
- High level of responsibility and ability to take initiative;
- Very developed level of service orientation;
- Ability to prioritise;
- 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 learn new skills and software
- Ability to work in a team.
