For our Client European Border and Coast Guard Agency we are looking for:

Administrative Assistant in Capacity Building Division/Capability Programming Office
Location: Warszawa
Reference Number: AA/CAP/FRO/2021
Key responsibilities of the position:

 

The interim administrative assistant will provide assistance on the workload of Cat II and III by actively carrying out essential administrative tasks namely:

  • Organizing interviews and running eligibility checks;
  • Supporting initial and secondary screening processes;
  • Cross-checking information ensuring accuracy among all data information systems;
  • Effectively assisting on the verification process and constantly updating numbers relative to nominations and selected candidates of Cat II and III;
  • Supporting organization of meetings and workshops with internal and external stakeholders;
  • Addressing daily requests and queries of internal and external stakeholders related to Category II secondment modalities and provisions.

A) In particular, for Category II the interim administrative assistant will be:

  • Handling the correspondence with internal and external stakeholders;
  • Supporting data migration and allocation of resources in Opera Evo system;
  • Preparing Briefing notes, key notes, speaking points, presentations and all relevant document for meetings and workshops relative to Category II;
  • Cross-checking information inserted into opera and performing quality control of the submitted data;
  • Communicating information relative to secondment and administrative procedures to internal stakeholders;
  • Gathering input or contributions from other divisions and compiling them into aggregated reports in relation to capability pooling process;

B) For Category III the interim administrative assistant will be:

  • Actively participating in the Annual Bilateral negotiations proceedings and performing follow-up actions regarding HR/TE inquiries;
  • Supporting the organization of meetings and workshops relative to Category III with internal and external stakeholders;
  • Supporting to the preparation of relevant documents, notes and room documents for the MB meetings;
  • Running the logistical and administrative work of the above-mentioned meeting;
  • Providing assistance in the daily workflow of the above-mentioned process.

C) For the needs of Pooled Resources Network meeting, the interim assistant will be:

  • Running the technical modalities and logistics of the meeting;
  • Ensuring that presentations, key notes, speaking points and LLTs have been gathered and sent to all internal and external stakeholders;
  • Communicating invitations and letters to MS/SAC;
  • Preparing the Agenda of the meeting taking minutes;

D)Providing support to the activities aiming at the development and promotion of resilient and sustainable EBCG capabilities by:

  • Supporting the development of the concept on increasing resilience of the EBCG achieved with proper design and management of EBCG capabilities.
  • Actively participating in meeting with MSs representatives in order to establish open channels of communications in view of creating a sustainability network and share best practices on sustainability.
  • Preparing the first EBCG sustainability meeting under CDN activities.
Requirements:
  • Very good communication skills in English, both verbally and in writing (B2/C1/C2);
  • Good IT skills and computer literacy: MS applications (Word, Outlook, Excel and Power Point) and proven ability to work with electronic systems and databases;
  • Experience in coordinating activities related to information exchange;
  • Analytical, problem solving and decision-making skills;
  • Capable of prioritizing and strong sense for organization;
  • High level of commitment, constructive, positive and service oriented attitude.
We offer:
  • contract of employment through the Employment Agency
  • daily remuneration: 52.92 EUR net
  • opportunity for development and promotion
  • work with professionals