Administrative Assistant in Equipment and Logistics Division / Logistics and Services Unit / Central Logistics Support Sector

Duties and tasks linked to the post:

• To manage inventory –keeping updated list of items
• Planning, organization, and budgeting of complex travel itineraries;
• To encode data in the Agency’s systems and databases;
• To create and manage Excel and SharePoint databases, keeping them up to date;
• Supporting the reimbursement process
• Checking correctness of the submitted documentation (invoices, bills, etc)
• Preparing reports;
• Assisting in market researches for the contracting purposes;
• Assisting in the implementation of the relevant framework contacts;
• Assistance in administrative tasks
• to ensure administrative support in administrative procedures;
• to co-ordinate the document flow and assist in archiving;
• to draft notes, letters, reports and follow up;
• to carry out data entry and support an administration of electronic databases;
• to assist in correspondence, missions and agenda management;
• to support project team in management of projects;

Requirements:

Education

Essential requirements:

• successfully completed secondary education related to the business needs.

Advantageous criteria:

• depending on the business needs, the following criteria are considered 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 requirements:

• at least 1 year of professional experience in the specific area depending on the business needs.

Advantageous criteria:

• depending on the business needs, the following criteria are considered 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.

Computer skills

Essential requirements:

• very good skills in the main MS Office software (Word, Excel, Outlook).

Advantageous criteria:

• 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 requirements:

• very good command of both written and spoken English (at least B2)

Advantageous criteria:

• 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 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.

Application deadline: until September 3, 2024

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