Administrative Support Specialist

3 tygodni temu

Warszawa, Mazovia, Polska Kaliszuk sp.j. Staff Partners Pełny etat
Job Description

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our EIBM Intelligence Division team. The successful candidate will provide administrative support in general administrative procedures, document flows, and archiving. They will also assist in drafting notes, letters, reports, and follow-ups on documents, as well as carry out data entry and support the administration and monitoring of electronic databases.

Key Responsibilities:
  • Provide administrative support in general administrative procedures
  • Support document flows and archiving
  • Assist in drafting notes, letters, reports, and follow-ups on documents
  • Carry out data entry and support the administration and monitoring of electronic databases
  • Support in preparation and evaluation of internal trainings
  • Assist in the organization of online and physical meetings and drafting minutes as necessary
  • Assist in handling correspondence, arranging missions, flights' bookings, and agenda management
  • Support the preparation and follow-up of financial commitments and documents
  • Archive invoices, payment records, and bank statements
  • Support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place
  • Support in the review and preparation of documentation attached to claims, invoices, and requests for payments
  • Provide assistance in preparation, implementation, and monitoring of contracts
  • Assist in the preparation of statistical data (tables, graphs, and charts)
  • Support in drafting reports in various areas related to Frontex activities
  • Track and report on team hours and file expense reports
  • Monitor functional mailboxes and communicate with internal and external parties
  • Perform basic administrative tasks such as copying, scanning, etc.
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
  • Computer skills: Very good skills in the main MS Office software (Word, Excel, Outlook)
  • Language skills: Very good command of both written and spoken English (at least B2) / 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 an 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

Please be advised that only resumes in English will be considered.

We kindly inform that only selected candidates will be contacted.

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