Administrative Assistant Human Resources and Corporate Services Division for the EU Agency FRONTEX in Warsaw – Interim/Temporary

We are looking for an Administrative Assistant in Human Resources and Corporate Services Division (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

• to provide administrative support in general administrative procedures;
• to support the document flows and archiving;
• to support in drafting notes, letters, reports and follow ups on documents;
• to carry out data entry and support an administration and monitoring of electronic databases;
• to support in preparation and evaluation of internal trainings;
• to assist in the organisations of online and physical meetings and drafting minutes as necessary;
• to assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
• to support the preparation and follow-up of financial commitments and documents;
• to archive invoices, payment records and bank statements;
• to support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
• to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
• to provide assistance in preparation, implementation and monitoring of contracts;
• to assist in the preparation of statistical data (tables, graphs and charts);
• to support in drafting reports in various areas related to Frontex activities;
• to track and report on team hours and file expense reports;
• to monitor functional mailboxes and communicate with internal and external parties;
• to perform basic administrative tasks as copying, scanning, etc.
• to support Contract Management Correspondent in updating of the HR contracts consumption reports
• to support Contract Management Correspondent in updating Contract Information Page/s for HR contracts
• to assist HR’s ICT function from an administrative perspective, in particular in the context of the upcoming implementation and roll-out of new HR-ICT services

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: 01ADMASSCSD