For one of our Clients - Frontex - European Border and Coast Guard Agency we are currently looking for Candidates for HR Assistant positions:

Administrative Assistant in HR Department Frontex
Location: Warszawa
Reference Number: aa/hr/fro/2021
Key responsibilities of the position:

Administrative Assistant in Human Resources- Recruitment profile

  • Organisational and administrative support in selection processes (verification of eligibility, scheduling of meetings, preparation of various types of documents- minutes, reports);
  • Maintaining communication with candidates- sending out invitations for interviews, responding to various queries of our candidates;
  • Support in Standing Corps, ETIAS and FROMs selection procedures;
  • Support in on-boarding activities (preparation of DMS requests for IT equipment, scheduling medical check-ups, collecting requirements from hiring entities).


Administrative Assistant in Human Resources- Personnel Administration profile

  • Encoding data in HR information systems (RETO, SYSPER, HRDB, etc.)
  • Ensuring appropriate administrative support in any kind of PA team activities;
  • Assisting in the flow of all working documents in liaison with other staff members and units involved (preparing draft certificates, emails, etc.);
  • Filing and archiving of documents;
  • Supporting in the implementation of the time management rules and related tools
  • Assisting in the HR related projects (SYSPER, TiMa).


Administrative Assistant in Human Resources- Learning and Development profile

  • assisting in coordination of in-house language courses (communication with language schools and participants, responding to the inquiries);
  • maintaining and updating the database registering the participation in language courses (including the development of this tool);
  • assisting in logistical arrangements of the induction process for newcomers (including the involvement in the delivery of the induction training for the Standing Corps);
  • updating various data bases for training activities for Frontex staff;
  • entering data to the training history database;
  • monitoring all the steps within the procedures relevant for L&D area to make sure that all the actions are conducted timely;
  • drafting, formatting notes, letters, reports, staff notifications, mail with status monitoring for managers and other documents.


  • successfully completed secondary education related to the HR, administrative or management.

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)

Work experience:

  • at least 1 year of professional experience in HR or administrative area 
  • previous experience in administrative tasks;
  • experience in information management;
  • knowledge of publishing workflows;
  • experience in assisting in organization of meetings and events in an international or multilingual context.


  • high level of responsibility and ability to take initiative;
  • very developed 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;
  • high level of discretion and ability to handle confidential matters;
  • ability to work in a team.
We offer:
  • contract of employment through the Employment Agency
  • daily remuneration: 52.92 EUR net
  • opportunity for development and promotion
  • work with professionals