FRONTEX Interim Administrative Assistant (Poland)

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. 

Administrative Assistant in Human Resources and Corporate Services Division / Financial Services Unit.

• Description of responsibilities is as follows:
• To perform correspondence management activities in the remit of FIN unit
• To register invoices/claims in ABAC/SUMMA (the agency’s financial management system)
• To identify and match invoices with other documents necessary for payment (Purchase Orders, Contracts)
• To register legal entities and bank accounts in SUMMA after introducing invoice details
• To file documents
• Control mailboxes related to data entry activities
• Any other tasks requested by Head of Unit that are relevant to the post
• Support with conducting needs analysis from the implementation of a new financial software (SUMMA)
• Support with training sessions, discussions, and requesting feedback from the participants
• Monitoring progress, effectiveness, and improvement of the training sessions
• Support with management of Knowledge database
• Support with overall SUMMA Implementation in the short to medium term
• Contribute to the drafting of notes, letters, reports in various areas related to FIN activities
• Provide administrative support throughout FIN
• Monitoring, on daily bases, functional mailbox and communicating to the team of any pending requests,
• Preparing and dispatching the reports on the budget implementation,
• Saving reports in the folders (‘public’ and unit’s) on weekly basis,
• Sending list of payments to Member States/Schengen Associated Countries on monthly basis,
• Updating Budget Masterfile with ED decisions on budget transfers,
• Developing spreadsheets for budget monitoring and reporting,
• Contacting budgetary correspondents to obtain budget related information, particularly for budget reviews, budget planning, updating forecast etc.,
• Co-drafting report on the outcome of the budget reviews,
• Preparing charts and PPT slides when requested,
• Engaging in other tasks if needed, particularly related to budget related enquires and development of IT tool for the budget management and monitoring,
• Preparing and dispatching files with open transactions during the end of year period (October-December).

General Requirements:

• Education: successfully completed secondary education related to the business needs.
• Work experience: At least 1 year of professional experience in the specific area depending on the business needs.
• Very good skills in the main MS Office software (Word, Excel, Outlook).
• Very good command of both written and spoken English (at least B2).

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 work in a team

Advantageous:

1. Education: 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;

2. Work experience: 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.

3. Computer skills: Depending on the business needs, the following criteria are considered advantageous:

• 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.

4. Language skills: 

• knowledge of additional EU language

Q&A's

1. What type of contract will I be signing?

Interim workers sign a temporary job contract (umowa o prace), not a civil contract (zlecenie) It provides employee rights to holidays (2 days after each month worked) and sick leaves paid (80%) after 1 month work. All according to the Polish labour code. The contracts are fixed-term: currently until December 22nd, 2026. Frontex has a Christmas-New Year break, and the next contract is signed for January-February according to initial budget plans. It is followed by the next contract from March till December- Christmas time. The total length of contracts summed cannot exceed 18 months.

2. What benefits does Frontex offer? Would I be able to get a Multisport card?

We offer Multisport cards for PLN 95 monthly deducted from your net salary and private medial care for PLN 160 monthly deducted from your net salary.

3. Where is the Frontex office I would be working out of?

Frontex has 3 premises in Warsaw where a particular department can work: Plac Europejski and Wronia Street in the city center near Rondo Daszyńskiego metro station and Tasmowa Street in Mokotów where you can commute by tram, bus, or train. Interims work in a hybrid mode: in the office and remotely from home.