FRONTEX Administrative Assistant (Talent Pool)

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 Polish-based Administrative Assistants to work for a EU Agency. The chosen candidates will be forming part of the interim staff of the EU Agency and required to provide support in specific areas of EU and Polish Law. 

1. Governance Support Centre / Legal and Procurement Unit / Procurement Sector – Administrative Assistant

Aside from the general tasks related to the position of Administrative Assistant, the person will perform the following duties:

Support Procurement in relation to:

• input of relevant data in dedicated tools,
• registering Procurement requests in Procurement LOG,
• issuing low value orders under existing Framework Contracts, VAT exemption certificates,
• compiling of data and providing statistics,
• LE/BA registration in ABAC,
• introducing contracts/orders to Legal Commitments in ABAC.

2. Deployment Management Division / Logistic Unit - Administrative Assistant

Duties and responsibilities: 

• To manage inventory –keeping updated list of items
• Planning, organization, and budgeting of complex travel itineraries;
• To encode data in the Agency’s systems and databases; 
• To create and manage Excel and SharePoint databases, keeping them up to date;
• Supporting the reimbursement process
• Checking correctness of the submitted documentation (invoices, bills, etc)
• Preparing reports;
• Assisting in market researches for the contracting purposes;
• Assisting in the implementation of the relevant framework contacts;
• Assistance in administrative tasks
• to ensure administrative support in administrative procedures;
• to co-ordinate the document flow and assist in archiving;
• to draft notes, letters, reports and follow up;
• to carry out data entry and support an administration of electronic databases;
• to assist in correspondence, missions and agenda management;
• to support project team in management of projects. 

3. Capacity Building Division / Capacity Building Division Coordination Office – Administrative Assistant

Duties and responsibilities linked to the post:

• Ensuring day-to-day management of the agenda and calendar of Director of Capacity Building Division (DCBD);
• Organising appointments, meetings, missions, high level visits, events and conferences;
• Liaising with CBD business entities and ensuring timely processing and submission of information;
• Ensuring seamless flow of documents and tasking across Division;
• Compiling documentation dedicated to specific topics/meetings; 
• Providing administrative support to the heads of entities, in relation to planning and organizing;
• Maintaining relevant files up-to-date and ensuring proper archiving;
• Responding to queries and requests whilst exercising tact, discretion and confidentiality.

4. European Centre for Returns / Post Return Unit – Administrative Assistant

Duties and responsibilities:

• Development and maintenance of a reintegration partner’s database for the purpose of keeping track of their capacities and capabilities.
• Support the implementation of a quality monitoring framework by developing tools for reporting.
• Supporting the Post-Return unit in the horizontal coordination of tasks and deadlines, allowing a timely implementation.
• 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.

5. European Centre for Returns / European Centre for Returns Coordination Office – Administrative Assistant

Duties and responsibilities:

• To ensure day-to-day customer support under the remit of Service Desk for Integrated Return Management Application (IRMA); 
• To provide support in creating, updating and maintaining project and product documentation in the remit of digitalization for return; 
• To support in planning meeting and events, e.g taking meeting minutes; 
• To support users on the different tools and applications in view of information exchange and digitalization;
• To assist in other tasks assigned by the Head of Return Digitalization team.

6. European Centre for Returns / Return Operations and Voluntary Returns Unit – Administrative Assistant

Duties and responsibilities:

• Assisting in preparation and follow up of correspondence: drafting notes and letters;
• Support in the drafting of project-related documents;
• Supporting the service desk in daily operations, including issuing of tickets, customer support as well as maintaining contacts with various stakeholders (IT/ICT team, travel agency, return units of the respective Member States)
• Preparation and updating statistical data;
• Verifying documentation related to claims, invoices and requests for payments;
• Missions and diary management, arranging meetings and trainings, drafting minutes.

7. Financial, Digital and Security Division / Digital Services Unit – Administrative Assistant

Duties and responsibilities:

• Ensure administrative support;
• Co-ordinate the document flow and assist in document management;
• Draft notes, letters, reports and follow up;
• Carry out data entry and support an administration of electronic databases;
• Organise and assist during meetings, draft minutes where necessary;
• Assist with daily correspondence and agenda management;
• Assist with preparation and follow up of financial documents;
• Provide assistance in preparation, implementation and monitoring of various tasks
• Perform basic administrative tasks as copying, scanning, etc.

8. Governance Support Centre / Human Resources / Recruitment – Administrative Assistant

Duties and responsibilities:

• 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 DMS requests for access cards and IT equipment, scheduling medical check-ups, communicating with candidates);

9. Governance Support Centre / Human Resources / Leaning & Development – Administrative Assistant

Duties and responsibilities:

• assisting in logistical arrangements of the training courses, including induction process for Frontex newcomers (including the involvement in the delivery of the induction training for all audiences);
• moderating and providing technical support and moderation for internal online events (induction training, thematic days, awareness sessions); 
• assisting in the preparation and evaluation of internal trainings,
• supporting the coordination of in-house language courses (communication with language schools and participants, responding to the inquiries);
• supporting the process of learning needs analysis (including data collection and aggregation, drafting the minutes etc.);
• carrying out data entry to the training history database including the update of the database registering the participation in language courses (and supporting the administration and the development of the above databases);
• registering training events and participants on the EU Learn platform.

10. Governance Support Centre / Human Resources Unit / Personnel Team – Administrative Assistant

General Personnel Administration (PA) interim assistant:

• Assisting in onboarding of new staff members
• Encoding data in HR information systems
• Managing the individual personal files of the staff members
• Preparing certificates, drafting e-mails, assisting in the flow of all working documents
• Monitoring functional mailboxes of PA team
• Supporting PA team members in carrying out their duties 
• Contacts with staff members on request
• Filing and archiving of documents
• Checking/verifying requests in the area of time management.

11. Deployment Management Division / Standing Corps Preparedness and Deployment Unit – Administrative Assistant

Duties and responsibilities:

• Encoding data in the Agency’s systems and databases; 
• Supporting the reimbursement process for the SC officers in corporate systems;
• Checking correctness of the submitted documentation (invoices, bills, etc)
• Preparing reports;
• Assisting in market researches for contracting purposes;
• Assisting in the implementation of relevant framework contacts;
• Assisting in other administrative tasks.

12. Operational Response Division / Coordination Office Operational Response Division / FOCC - Administrative Assistant

Duties and responsibilities:

• to ensure administrative 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 draft notes, letters, reports and follow up;
• to support project team in management of projects;
• to assist at meetings, drafting minutes where necessary
• 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 where necessary finance and procurement issues at Sector level; including review and preparation of documentation attached to claims, invoices and requests for payments in line with the financial rules in place;

13. Operational Response Division / Centre of Excellence for Combating Document Fraud – Administrative Assistant

• to ensure administrative 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 draft notes, letters, reports and follow up;
• to support project team in management of projects;
• to assist at meetings, drafting minutes where necessary
• 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 where necessary finance and procurement issues at Sector level; including review and preparation of documentation attached to claims, invoices and requests for payments in line with the financial rules in place.

14. Operational Response Division / Coast Guard and Law Enforcement Unit / Coast Guard Sector – Administrative Assistant

Duties and responsibilities:

• to ensure administrative 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 draft notes, letters, reports and follow up;
• to support project team in management of projects;
• to assist at meetings, drafting minutes where necessary
• 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 where necessary finance and procurement issues at Sector level; including review and preparation of documentation attached to claims, invoices and requests for payments in line with the financial rules in place.

• Work experience in direct contact with clients
• Work experience with complaints management
• Good knowledge of Microsoft Office and Google suite tools
• Personal skills and competences required: Strong customer service experience; Active listening; Ability to work under pressure; Attention to detail; Excellent time-management
• Multi-tasking: ability to handle multiple requests simultaneously.
• Excellent command of English (written and spoken)
• Demonstrated ability to work individually and in team.

• Previous studies and/or working experience in one of the following fields: hospitality services, travel agencies, banks, accountancy.