Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit

For our Client, we are looking for:

Administrative Assistant in Human Resources and Corporate Services Division / Human Resources Unit
Location: Warszawa, Śródmieście
Reference Number: AA/112/2025

The description of duties is a presented below:

  • 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
Requirements:
  • Education: successfully completed secondary education related to the business needs;
  • Work experience: at least 1 year of professional experience in the specific area depending on the business needs;
  • Computer skills: very good skills in the main MS Office software (Word, Excel, Outlook);
  • Language skills: very good command of both written and spoken English (at least B2) / 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: 71,82€ net;
  • medical care, sport card;
  • opportunity for development and promotion;
  • hybrid working option;
  • convenient location of the office - the centre of Warsaw;

Application deadline: until 29.09.2025

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

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