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 Equipment and Logistics Division /Engineering and Acquisition Unit/Acquisition Sector
- to support project team in management of projects;
- to co-ordinate and monitor the workflow of documents;
- to draft notes, letters, reports and follow up on them;
- to prepare and follow-up on financial commitments and documents;
- to monitor the workflow of invoices, payment records and bank statements;
- to prepare the procurement requests, drafts of reimbursement claims in line with the financial rules in place;
- to prepare and or/review the documentation attached to claims, invoices and requests for payments;
- to prepare and monitor contracts;
- to prepare statistical data (tables, graphs and charts) and reports;
- to track and report team hours and file expense reports;
- to perform administrative tasks as required.
Project Assistant in Human Resources and Corporate Services Division/Human Resources Unit/Development and Career Management Sector/Career, Mobility and Staff Engagement Team
The Team supports staff in career development through facilitating internal mobility and enhancing engagement through various initiatives. We also focus on strengthening of Employer Branding and play a key role in developing and implementing HR frameworks such as competency framework and job architecture.
- Who are we looking for:
- We are seeking a motivated and detail-oriented person, eager to gain experience in a dynamic, expanding environment. Candidates are expected to be able to work in English (speaking and writing as well as comprehending written text and spoken communication), demonstrate commitment, attention to detail, ability to work in MSOffice software, and a solution-oriented attitude.
- What we offer:
- We offer the opportunity to develop your knowledge in the scope of career development processes, work on initiatives that involve multinational staff, acquire competencies in information management, handling of tasks and professional collaboration.
- Please note that this is a supportive, temporary function with the duties including:
- supporting the preparation and implementation of project: HR services – a part of ServiceNow platform designed to log, track, and manage service requests, queries, or issues related to the Team tasks efficiently in the form of tickets.
- providing administrative support to the Team including data entry, follow up of decisions on transfers of staff, booking meetings, assisting in the organisation of events.
- drafting staff related decisions, coordinating and following up on their workflow.
- preparing statistical data (tables, graphs and charts) and reports.
- Additional tasks may include proofreading texts, assisting in managing mailboxes, organising events related to staff exchange programmes among EU agencies.
Project Assistant in EIBM Intelligence Division/Analysis Unit / Thematic Analysis 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 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 assist in the preparation of statistical data (tables, graphs and charts);
- to monitor functional mailboxes and communicate with internal and external parties;
- to perform basic administrative tasks as copying, scanning, etc.
Project Assistant in EIBM Intelligence Division/Fusion Unit/Foresight and Stakeholder Management Sector
- Draft of project documentation under the project manager guidance and in cooperation with the project team.
- Advise and support the project manager in preparing relevant project artefacts.
- Support the project manager in organizing project meetings and in drafting meetings’ documentation.
- Support the project manager in all phases of the project regarding communication relevant to the project.
Project Assistant in Capability Transformation Division/Transition and Availability Unit
- to support project team in management of projects;
- to co-ordinate and monitor the workflow of documents;
- to draft notes, letters, reports and follow up on them;
- to prepare and follow-up on financial commitments and documents;
- to monitor the workflow of invoices, payment records and bank statements;
- to prepare the procurement requests, drafts of reimbursement claims in line with the financial rules in place;
- to prepare and or/review the documentation attached to claims, invoices and requests for payments;
- to prepare and monitor contracts;
- to prepare statistical data (tables, graphs and charts) and reports;
- to track and report team hours and file expense reports;
- 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.
