Administrative Assistant in Equipment and Logistics Division

3 tygodni temu

WarszawaŚródmieście, Polska Staff Partners Pełny etat

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. 

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.

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