Administrative Assistant (m/f/d) for FRONTEX (Poland) – Interim/Temporary work

infeurope S.A.

Województwo mazowieckie

On-site

PLN 39,000 - 67,000

Part time

19 hours ago

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Job summary

infeurope S.A. / Dekra Praca in Warszawa, Poland, seeks an interim administrative support professional to handle general procedures, document flows, data entry, and meeting coordination. You will draft notes, letters, reports and assist in HR, finance, and procurement-related tasks.

The role covers multiple divisions including Administrative, HR, Operations, and Security, requiring strong organisation, attention to detail and English proficiency (C1).

Qualifications

Minimum two years of post-secondary education.
Relevant professional experience.
Very good knowledge of English (C1).

Responsibilities

Provide administrative support across general procedures.
Support document flows and archiving.
Draft notes, letters, reports and follow-ups on documents.
Carry out data entry and monitor electronic databases.
Assist in preparing and evaluating internal trainings.
Assist in organizing online and physical meetings and drafting minutes.
Assist in handling correspondence, arrange missions, flights, and agenda management.
Support in preparation and follow-up of financial commitments and documents.
Archive invoices, payment records and bank statements.
Assist in procurement requests and reimbursement of claims in line with rules.
Review and prepare documentation attached to claims, invoices and payment requests.
Provide assistance in preparation, implementation and monitoring of contracts.
Assist in preparing statistical data (tables, graphs, charts).
Support drafting reports related to Frontex activities.
Track and report team hours and expense reports.
Monitor functional mailboxes and communicate with internal/external parties.
Perform basic administrative tasks like copying and scanning.

Skills

English (C1)

Education

Two years of post-secondary education

Tools

Advanced Record System

Job description

jobs@infeurope.lu

By Infeurope

Job Type(s): Interim (temporary) employment

Location(s): Warszawa/Poland

Company Name: infeurope S.A. / Dekra Praca

Domain: Equipment and Logistics Division

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.

Domain: HR and Corporate Services Division

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

Domain: Operational Support Division

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; especially Mission Travel related administration.
to assist in handling correspondence, arranging missions, validating mission claims in line with the financial rules
to support in the review and preparation of documentation attached to claims, invoices and requests for payments.
to assist in the preparation of statistical data (tables, graphs and charts);
to track and file mission expense reports.
to monitor functional mailboxes and communicate with internal and external parties.

Domain: Security and Information Management Division

To provide general administrative support to the Senior Security Officers;
To provide administrative support for guards shift planning;
To provide administrative support in distribution of crypto products;
To provide administrative support in procurement and finance procedures;
To provide administrative support in handling Data Protection procedures;
To support the document flows and archiving, including via Advanced Record System;
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 and SEC intranet;
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;
Horizontal administrative assistance Unit, including agenda and meeting planning.