For our Client, we are looking for:
Administrative Assistant in Human Resources and Corporate Services Division / Financial Services Unit
Location: Warszawa, Śródmieście
Reference Number: AA/112/2025
The description of duties is a presented below:
- To perform correspondence management activities in the remit of FIN unit
- To register invoices/claims in ABAC/SUMMA (the agency’s financial management system)
- To identify and match invoices with other documents necessary for payment (Purchase Orders, Contracts)
- To register legal entities and bank accounts in SUMMA after introducing invoice details
- To file documents
- Control mailboxes related to data entry activities
- Any other tasks requested by Head of Unit that are relevant to the post
- Support with conducting needs analysis from the implementation of a new financial software (SUMMA)
- Support with training sessions, discussions, and requesting feedback from the participants
- Monitoring progress, effectiveness, and improvement of the training sessions
- Support with management of Knowledge database
- Support with overall SUMMA Implementation in the short to medium term
- Contribute to the drafting of notes, letters, reports in various areas related to FIN activities
- Provide administrative support throughout FIN
- Monitoring, on daily bases, functional mailbox and communicating to the team of any pending requests,
- Preparing and dispatching the reports on the budget implementation,
- Saving reports in the folders (‘public’ and unit’s) on weekly basis,
- Sending list of payments to Member States/Schengen Associated Countries on monthly basis,
- Updating Budget Masterfile with ED decisions on budget transfers,
- Developing spreadsheets for budget monitoring and reporting,
- Contacting budgetary correspondents to obtain budget related information, particularly for budget reviews, budget planning, updating forecast etc.,
- Co-drafting report on the outcome of the budget reviews,
- Preparing charts and PPT slides when requested,
- Engaging in other tasks if needed, particularly related to budget related enquires and development of IT tool for the budget management and monitoring,
- Preparing and dispatching files with open transactions during the end of year period (October-December).
Requirements:
- 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.
Personal 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.
We offer:
- contract of employment through the Employment Agency;
- daily remuneration: 71,82€ net;
- medical care, sport card;
- opportunity for development and promotion;
- hybrid working option;
- convenient location of the office - the centre of Warsaw;
Application deadline: until 29.09.2025
Please be advised that only resumes in English will be considered.