Administrative Assistant in Human Resources and Corporate Services Division/Financial Services Unit

• 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 activitiesProvide 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).

• 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: 82,95€ net;
• medical care, sport card;
• opportunity for development and promotion;
• hybrid working option;
• convenient location of the office - the centre of Warsaw;

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

Applications are being accepted until August 14, 2026