Project Assistant (resource pool candidates) for Warsaw/Poland

Citizenship of a European Union member state required. Polish employment contract (interim/temporary) based in Warsaw, Poland.

About the role

Provide administrative support in relation to project management (including financial aspects) to a specific Division or Unit in Frontex, the European Border and Coast Guard Agency. Frontex supports EU Member States and Schengen-associated countries in managing the EU’s external borders and combating cross-border crime.

Responsibilities

• Support the project team in the management of projects
• Coordinate 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 and drafts of reimbursement claims in line with financial rules
• Prepare and/or review documentation attached to claims, invoices, and requests for payments
• Prepare and monitor contracts
• Prepare statistical data (tables, graphs, and charts) and reports
• Track and report team hours and file expense reports
• Perform additional administrative tasks as required

Requirements

Education

• Essential: Successfully completed secondary education related to Project Assistance and at least one of the following areas: administration, finance, information management, public relations, event organization, office logistics, or project management.
• Advantageous:
  • University degree in 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 2 years of professional experience in Project Management.
• Advantageous:
  • Previous experience supporting project management, administrative, and financial tasks
  • Experience working in an international or multilingual context
  • Experience in information management
  • Experience in finance, business management, public procurement, or accounting
  • Support in organizing press and outreach events
  • Proofreading, editing, text formatting, and knowledge of publishing workflows
  • Experience assisting in the organization of meetings and events

IT Skills

• Essential: Expert knowledge of MS Office (Excel, Word, and Outlook).
• Advantageous:
  • Knowledge and experience working with databases
  • Experience with 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 take initiative
• Strong service orientation
• Ability to prioritize and work under pressure
• Experience organizing work and prioritizing tasks
• Ability to communicate efficiently at all levels internally and externally
• Strong sense of accuracy and attention to detail
• High level of discretion and ability to handle confidential matters
• Proven organizational skills
• Ability to learn new skills and software
• Ability to work in a team