Job Offer

Administrative Assistant

Application Open Date: 
04/02/2020 - 01:01
Deadline Date: 
04/03/2020 - 11:00
Helsinki, Finland
Type of Contract: 
Contract staff
JOB Description: 
The Administrative Assistant will provide administrative support to Directors, Heads of Units or to operational teams throughout the Agency. Reporting to the relevant Team Leader, Head of Unit or Director, the main tasks of the Administrative Assistant will include the following:  Drafting, editing and formatting of documentation, communication or support material;  Managing and updating databases, in particular with respect to deadlines and in accordance to applicable instructions;  Providing assistance to the project, team or unit in processing and keeping documents up-to-date in document management systems;  Managing incoming and outgoing communications with internal and external customers;  Assist in the development of IT systems (collection of user specifications, performing testing, or preparing instructions, etc.);  Supporting the financial, procurement and administrative processes in place in the Agency (preparing budgetary and legal commitments, assisting in drafting technical specifications, participating in procurement procedures and assisting in managing the resulting contracts, including verification of deliverables);  Providing appropriate support to the organisation of events, including assistance in the preparation of relevant documents, in handling travel and accommodation arrangements, in agenda management and in taking meeting minutes;  Providing ad-hoc support to the project, team or unit with regard to planning, monitoring, and reporting activities; Providing assistance to the project, team or unit in setting up and developing and/or optimising processes; Any other duties as required.
Reference ID: 
Vacancy Type: 
Job Status: