Administrative Assistant Human Resources and Personnel Admin for the EU Agency FRONTEX in Warsaw – Interim/Temporary

We are looking for an Administrative Assistant in Human Resources and Personnel Admin (M/F/D) for a multinational client in Warsaw, the European Border and Coast Guard Agency, FRONTEX.

Client:

Frontex, the European Border and Coast Guard Agency, supports EU Member States and Schengen-associated countries in the management of the EU’s external borders and the fight against cross-border crime. Frontex is a centre of excellence for border control activities at the EU’s external borders, sharing intelligence and expertise with all Member States and with neighbouring non-EU countries affected by migratory trends and cross-border crime.

Main tasks:

Administrative Assistant in Human Resources and Corporate Services Division/ Human Resources Unit/Personnel Administration Sector/Remuneration and Benefits Team

• to verify and manage personal files of Frontex staff (including paper and electronic filing and archiving/registering new documents)
• to encode data in HR information systems
• to assist in onboarding of new staff members
• to prepare certificates, draft e-mails, assist in the flow of all working documents
• to monitor functional mailboxes and communicate with internal and external parties;
• to provide administrative support in general administrative procedures on the specific HR subjects;
• to support in drafting notes, letters, reports and follow ups on documents;
• to perform basic administrative tasks as copying, scanning, etc.
• to provide administrative support in HR administrative procedures;
• to support the document flows and archiving related to onboarding of new staff;
• processing requests regarding personnel administration of FRONTEX staff;
• to support in drafting HR notes, letters, reports and follow ups on HR documents;
• to carry out HR data entry and support HR administration and monitoring of HR electronic databases;
• to assist in the organisations of online and physical meetings and drafting minutes as necessary;
• to monitor functional HR mailboxes and communicate with internal and external parties;
• to perform basic administrative tasks as copying, scanning, etc.

Education:

• Essential: Successfully completed secondary education related to Administration and at least in one of the following domains: finance, information management, public relations, event organization and office logistics, project management.
• 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: Minimum 1 year of professional experience in the field of Administration
• 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.

IT Skills:

• Essential: Expert knowledge of MS office (Excel, Word & Outlook)
• 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.

Language Skills:

• Essential: Very good command of oral and written English (Minimum B2 level)

Other 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.

Remuneration:

• Market rates
• Polish employment contract (interim/temporary)

Location: plac Europejski 6, 00-844 Warszawa, Poland

Start date: Mid/End April 2026, approx.

Please send us your CV at:  jobs@infeurope.lu

Reference: 03/04 ADMASSPER

infeurope S.A. represents a consortium of infeurope Luxembourg and ManpowerGroup, Warsaw