Administrative Assistant in Equipment and Logistics Division

3 miesięcy temu

Warszawa, Polska Kaliszuk sp.j. Staff Partners Pełny etat

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.

We kindly inform that only selected candidates will be contacted.
If you are interested, please send your application using the application button

Administrative Assistant in Equipment and Logistics Division / Logistics and Services Unit / Central Logistics Support Sector


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