Project Assistant; resource pool Warsaw​/Poland

We are looking for a Project Assistant to work for a multinational client, the European Border and Coast Guard Agency (FRONTEX), located in Warsaw, Poland.

Candidate should be citizen of member states of the European Union (EU).

Remuneration:

• Market rates
• Polish employment contract (interim/temporary)

Location: Warsaw, Poland

Work Type: Interim employment

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.

Purpose: To provide administrative support in relation to project management (including financial aspects) to a specific Division or Unit in Frontex.

• Support project team in management of projects;
• Co‑ordinate and monitor the workflow of documents;
• Draft notes, letters, reports and follow up on them;
• Prepare and follow up on financial commitments and documents;
• Monitor the workflow of invoices, payment records and bank statements;
• Prepare procurement requests, drafts of reimbursement claims in line with the financial rules in place;
• Prepare and review the documentation attached to claims, invoices and requests for payments;
• Prepare and monitor contracts;
• Prepare statistical data (tables, graphs, charts) and reports;
• Track and report team hours and file expense reports;
• Perform administrative tasks as required.

• Essential: Successfully completed secondary education related to Project Assistance and at least in one of the following areas: administration, finance, information management, public relations, event organization and office logistics, project management, etc.
• 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;

• Essential: Minimum 2 years of professional experience in the field of Project Management.
• Advantageous:
  • Previous experience in supporting project management, administrative and financial tasks;
  • Previous experience working in an international or multilingual context;
  • Experience in information management;
  • Experience in finance and business management, public procurement or accounting;
  • Support in organisation of press and outreach events;
  • Proofreading and editing, text formatting and graphical files, knowledge of publishing workflows;
  • Experience in assisting in organisation of meetings and events;

• 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.

• Essential: Very good command of oral and written English (Minimum B2 level).

• High level of responsibility and ability to take initiative;
• Very developed level of service orientation;
• Ability to prioritise;
• Ability to work under pressure and experience in organising work and prioritising accordingly;
• Ability to communicate efficiently at all levels internally and externally in an appropriate manner;
• Strong sense of accuracy and attention to detail;
• High level of discretion and ability to handle confidential matters;
• Proven organisational skills;
• Ability to learn new skills and software;
• Ability to work in a team.