FRONTEX Administrative Assistant

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  

Administrative Assistant in Human Resources and Corporate Services Division/ Human Resources Unit/Personnel Administration Sector/Remuneration and Benefits Team

• to verify and manage personal files of Frontex staff (including paper and electronic filing and archiving/registering new documents) 
• to encode data in HR information systems 
• to assist in onboarding of new staff members 
• to prepare certificates, draft e-mails, assist in the flow of all working documents 
• to monitor functional mailboxes and communicate with internal and external parties; 
• to provide administrative support in general administrative procedures on the specific HR subjects; 
• to support in drafting notes, letters, reports and follow ups on documents; 
• to perform basic administrative tasks as copying, scanning, etc. 

Administrative Assistant in Operational Support Division/ Operational Preparedness and Deployment Unit/Deployment 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. 

Administrative Assistant in Operational Support Division/ Operational Preparedness and Deployment Unit/ Pre-Deployment Organisation Sector

• to provide administrative support in general administrative procedures; 
• 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 the preparation of statistical data (tables, graphs and charts); 
• to support in drafting reports in various areas related to sector activities; 
• to monitor functional mailboxes and communicate with internal and external parties; 
• to perform basic administrative tasks as copying, scanning, etc. 

Requirements

• Previous working experience in one of the following fields: hospitality services, travel agencies, banks, accountancy
• Work experience in direct contact with clients;
• Work experience with complaints management; 
• Multi-tasking: ability to handle multiple requests simultaneously
• Excellent command of English (written and spoken)
• Good knowledge of Microsoft Office and Google suite tools
• Personal skills and competences required: Active listening; Ability to work under pressure; Attention to detail; Excellent time-management
• Demonstrated ability to work individually and in team.

Education and Experience

• Previous studies and/or working experience in fields related to hospitality services, travel agencies, banks, accountancy, EU/international affairs, social sciences or similar.