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

Infeurope

Województwo mazowieckie

On-site

PLN 60,000 - 90,000

Full time

2 days ago

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Job summary

Infeurope S.A. seeks Administrative Assistants (m/f/d) for a temporary assignment in Warsaw with Frontex, across multiple domains.

You will support general procedures, document flows, meetings, travel arrangements and reporting, while ensuring compliance with financial rules and HR/ICT tasks as needed.

Requirements include at least two years of post-secondary education and strong English skills (C1). This role is a short-term assignment with extension potential.

Qualifications

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

Responsibilities

Provide general administrative support in procedures.
Support document flows and archiving.
Draft notes, letters, reports and follow-ups.
Data entry and administration of electronic databases.
Assist in organising meetings, including minutes and agendas.
Assist with travel arrangements and calendar management.
Support procurement, invoicing and claims documentation.
Prepare statistical data (tables, graphs, charts).
Monitor mailboxes and liaise with internal/external parties.
Carry out basic administrative tasks such as copying and scanning.

Skills

Administrative support

Data entry

Office software

Communication

Education

Post-secondary education

Tools

MS Office

Job description

We are currently looking for various Administrative Assitants (m/f/d) for a temporary assignment in Warsaw with the European Frontex in various domains.

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.