Human Resource Administrative Assistant for Warsaw

Posted 4 days 20 hours ago by infeurope S.A.

Contract
Not Specified
Temporary Jobs
Mazowieckie, Poland
Job Description

infeurope S.A. represents a consortium of infeurope Luxembourg and ManpowerGroup, Warsaw

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

Candidate must be citizen of member states of the European Union (EU): European Union nationality.

Remuneration:

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

Location: plac Europejski 6, 00-844 Warszawa, Poland

Work Type: Interim employment

Start date: 20.04.2026

End date: 30.06.2026, extensions possible

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.

Division: Human Resources and Corporate Services

Entity: Human Resources Unit

Main tasks:

  • Provide administrative support in general administrative procedures;
  • Support the document flows and archiving;
  • Support in drafting notes, letters, reports and follow ups on documents;
  • Carry out data entry and support an administration and monitoring of electronic databases;
  • Support in preparation and evaluation of internal trainings;
  • Assist in the organisations of online and physical meetings and drafting minutes as necessary;
  • Assist in handling correspondence, arranging missions, flights' bookings and agenda management;
  • Support the preparation and follow-up of financial commitments and documents;
  • Archive invoices, payment records and bank statements;
  • Support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
  • Support in the review and preparation of documentation attached to claims, invoices and requests for payments;
  • Provide assistance in preparation, implementation and monitoring of contracts;
  • Assist in the preparation of statistical data (tables, graphs and charts);
  • Support in drafting reports in various areas related to Frontex activities;
  • Track and report on team hours and file expense reports;
  • Monitor functional mailboxes and communicate with internal and external parties;
  • Perform basic administrative tasks as copying, scanning, etc.
  • Support Contract Management Correspondent in updating of the HR contracts consumption reports
  • Support Contract Management Correspondent in updating Contract Information Page/s for HR contracts
  • 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.

Education:

  • Essential: Successfully completed secondary education related to Administration and at least in one of the following domains: finance, information management, public relations, event organization and office logistics, project management.
  • 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: Minimum 1 year of professional experience in the field of Administration
  • 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.

IT Skills:

  • 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.

Language Skills:

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

Other 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.

infeurope is a Luxembourg-based IT service provider, designing, developing and managing multilingual information and documentary systems in many application areas and business sectors. For more than 40 years we have delivered IT systems and solutions.

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