Administrative Assistant in Strategy, Governance and External Relations Division for the EU Agency FRONTEX in Warsaw – Interim/Temporary

We are looking for an Administrative Assistant in Strategy, Governance and External Relations 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 Strategy, Governance and External Relations Division

• to provide administrative support in general administrative procedures;
• to support the STRAT division in the migration from ABAC to SUMMA financial systems (SUMMA Ambassador);
• to support the document flows and archiving;
• to carry out data entry into agency’s databases (Mission Processing System, SYSPER data base, SUMMA financial tool) and support with administration and monitoring of electronic databases, this include definition of guidelines within the division;
• to support the preparation and follow-up of financial commitments and documents;
• to support in the definition and implementation of processes for coordination and synchronization of STRAT units/offices financial needs vs STRAT budget;
• 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 follow-up on financial deadlines, such as payment due dates, budget submissions, and financial reporting requirements, to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
• to assist in the preparation of statistical data (tables, graphs and charts).

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: 05 ADMASSSTR

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