Administrative Assistant in equipment/logistics/centlog

• to provide administrative support in general administrative procedures;
• to monitor functional mailboxes and communicate with internal and external parties;
• to support equipment management of assets, equipment  and items distributed to end users and work with assets distribution records, database and enterprise asset management system to obtain current inventory.
• to support equipment management, warehousing, stock management, maintenance management, distribution managemnt and use a Warehouse Management Software (WMS) or other database or system.
• to support customers’ request through the use of ticketing system
• to prepare and follow-up reports such as inventory balance and shortages;
• to prepare list of obsolete and non-usable assets and proceed with write-off reports.
• to support transportation management and perform data entry to Transportation Management Software (TMS).
• to support the document flows and archiving;
• to support in drafting notes, letters, reports and follow ups on documents;
• to carry out data entry and support an administration and monitoring of electronic databases;
• to support in preparation and evaluation of internal trainings;
• to assist in the organisations of online and physical meetings and drafting minutes as necessary;
• to assist in handling correspondence, arranging missions, flights’ bookings and agenda management;
• to support the preparation and follow-up of financial
• to perform financial data entry and recording of financial documents in an SAP;
• to archive invoices, payment records and bank statements;
• to support in the preparation of procurement requests and reimbursement of claims in line with the financial rules in place;
• to support in the review and preparation of documentation attached to claims, invoices and requests for payments;
• to provide assistance in preparation, implementation and monitoring of contracts;
• to assist in the preparation of statistical data (tables, graphs and charts);
• to support in drafting reports in various areas related to Frontex activities;
• to track and report on team hours and file expense reports;
• to perform basic administrative tasks as copying, scanning, etc.

• Education: successfully completed secondary education related to the business needs;
• Work experience: at least 1 year of professional experience in the specific area depending on the business needs;
• 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) / knowledge of additional EU language.

• 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.

• contract of employment through the Employment Agency;
• daily remuneration: 70,87€ net;
• medical care, sport card;
• opportunity for development and promotion;
• convenient location of the office - the centre of Warsaw;
• work with professionals.

Application deadline: until April, 3 2025

Please be advised that only resumes in English will be considered.