Administrative Assistant in Security and Information Management Division/Digital Services Unit

Candidates applying should satisfy the following criteria:

• 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.

The description of duties is a presented below:

• to provide administrative support in general administrative procedures;
• 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 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 commitments and documents;
• 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 track and report on team hours and file expense reports;
• to monitor functional mailboxes and communicate with internal and external parties;
• to perform basic administrative tasks as copying, scanning, etc.