For our Client, we are looking for:
Administrative Assistant in Equipment and Logistics Division / Logistics and Services Unit / Central Logistics Support Sector
Location: Warszawa, Śródmieście
Reference Number: AA/req70/2024
Duties and tasks linked to the post:
- Information and communications technology orientation required
- 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 of claims in line with the financial rules in place;
- Checking correctness of the submitted documentation (invoices, bills, etc) and preparation and follow-up of financial commitments and documents;
- Support in the review and preparation of documentation attached to claims, invoices and requests for payments;
- Preparing reports;
- Assisting in market researches for the contracting purposes;
- Assisting in the implementation and monitoring of contracts;
- Assistance in administrative tasks;
- Provide administrative support in general administrative procedures;
- Co-ordinate the document flow and assist in archiving;
- Carry out data entry and support an administration of electronic databases;
- Assist in the preparation of statistical data (tables, graphs and charts);
- Support project team in management of projects;
- Support the document flows and archiving;
- Support in drafting notes, letters, reports and follow ups on documents;
- Assist in the organisations of online and physical meetings and drafting minutes as necessary;
- Support in drafting reports in various areas related to Frontex activities;
- Monitor functional mailboxes and communicate with internal and external parties;
- Perform basic administrative tasks as copying, scanning, etc.
Requirements:
Education
Essential requirements:
- successfully completed secondary education related to the business needs.
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;
Work experience
Essential requirements:
- at least 1 year of professional experience in the specific area depending on the business needs.
Advantageous criteria:
- depending on the business needs, the following criteria are considered advantageous:
- previous experience in administrative and financial support tasks;
- experience in information management;
- experience in finance and business management, public procurement or accounting;
- experience in supporting project management;
- 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.
Computer skills
Essential requirements:
- very good skills in the main MS Office software (Word, Excel, Outlook).
Advantageous criteria:
- 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.
Language skills
Essential requirements:
- very good command of both written and spoken English (at least B2)
Advantageous criteria:
- knowledge of additional EU language
Personal skills:
- high level of responsibility and ability to work independently;
- high level of service orientation;
- 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 adapt to a dynamic working environment;
- ability to learn new skills and software;
- ability to work in a team.
We offer:
- Contract of employment through the Employment Agency;
- Daily remuneration: 70,54€ net;
- Medical care, sport card;
- Opportunity for development and promotion;
- Convenient location of the office - the centre of Warsaw;
- Work with professionals.
Application deadline: until September 3, 2024
Please be advised that only resumes in English will be considered.