Administrative Assistant to the Security Protective Unit
March 20, 2024
|By admin
Job Type(s): Project Coordinator
infeurope S.A. is looking for a Security Administrative Assistant in Strasbourg, for a European Commission Agency in Strasbourg.
Responsibilities
Physical security support services including providing administrative support for guarding services operating procedures and instructions, coordination of the emergency response capability, and other administrative and physical security-related tasks.
Administrative support:
Plan and organise activities, such as meetings, workshops, seminars, and other events;
– Keep and maintain team’s agendas and calendars updated and manage the repositories of contact lists as needed;
– Maintain up to date the evidences related to the management of security related contracts;
– Manage team’s SharePoint dedicated spaces and functional email addresses as needed;
– Support with regular monitoring and reporting activities;
– Draft minutes, reports, notes, presentations, briefings and correspondence;
– Provide support to tasks related to internal and external communication
– Provide assistance in the preparation and the follow-up of the financial transactions and procurement matters.
– Keep and maintain team’s agendas and calendars updated and manage the repositories of contact lists as needed;
– Maintain up to date the evidences related to the management of security related contracts;
– Manage team’s SharePoint dedicated spaces and functional email addresses as needed;
– Support with regular monitoring and reporting activities;
– Draft minutes, reports, notes, presentations, briefings and correspondence;
– Provide support to tasks related to internal and external communication
– Provide assistance in the preparation and the follow-up of the financial transactions and procurement matters.
Protective Security support:
-Supervision of all Security Monitoring Room personnel and/or Reception Desk personnel and ensures proper completion of all Security Unit duties;
– Monitor security guarding and reception activities and operations of the guards and security receptionists;
– Assure that morning and evening site deployment briefings are run as required by ethe agency and provide guidance on changes that might occur whilst on duty
– Ensure that security guards and security receptionists do their daily tasks and patrols as per the standards and instructions;
– Contribute to the forecasting, planning and executing security trainings for the team as well as maintains their proper qualification records and defensive means certifications; Carry defensive means whenever on duty and/ if required to do so.
– Coordinate the management of access and deliveries on site
– Implement the follow-up of the corrective and improvement actions identified for access management
– Contribute to the security risk management process run continuously for eu-LISA premises
– Perform any other activity related to security on the agency’s premises.
– Monitor security guarding and reception activities and operations of the guards and security receptionists;
– Assure that morning and evening site deployment briefings are run as required by ethe agency and provide guidance on changes that might occur whilst on duty
– Ensure that security guards and security receptionists do their daily tasks and patrols as per the standards and instructions;
– Contribute to the forecasting, planning and executing security trainings for the team as well as maintains their proper qualification records and defensive means certifications; Carry defensive means whenever on duty and/ if required to do so.
– Coordinate the management of access and deliveries on site
– Implement the follow-up of the corrective and improvement actions identified for access management
– Contribute to the security risk management process run continuously for eu-LISA premises
– Perform any other activity related to security on the agency’s premises.
Qualifications
- Minimum 4 years of relevant professional experience, of which minimum 3 years of experience in the required field.
- very good knowledge of the English language
- proof-reading of communication, documents, draft emails, etc. as needed in English
- maintain high level of accuracy, loyalty, confidentiality and professionalism, including adherence to line management instructions
- ability to create professional documents and emails
- run reports & handle special security-related and safety-related projects, actions or activities as assigned
- knowledge in implementing good practice in physical security
- ability to perform the management of security guards
- knowledge of managing access control systems, video surveillance systems and other security and/or safety systems
- capability of handling access requests for the site and communicating with the stakeholders
- knowledge of performing security and safety risk assessments for the site or special events
- capacity of identifying as needed specific vulnerabilities and threats regarding the security and safety of the site and assets
- knowledge and capability of performing first response in case of an emergency
- ability to work in team