Administrative assistance support to the International Cooperation Unit (ICU) providing essential horizontal (cross-project) coordination back office and administrative support to the ICU, ensuring smooth daily operation. The role involves the coordination of a variety of administrative functions, in a demanding and fast-paced environment.

The Administrative Assistant shall be tasked primarily with the provision of horizontal (cross-project) coordination and administrative support in the course of the preparation, organisation, implementation and phase out of ICU activities.

Main tasks:

• Maintain the functional mailbox for the unit, handling correspondence promptly, and ensuring distribution to the relevant staff,
• Register, monitor, and follow-up on tasks and deadlines,
• Gather inputs and elaborate statistics on ICU activities,
• Organise and schedule internal meetings, supporting the preparation of agendas and taking detailed minutes,
• Coordinate logistics for internal meetings, including room setup and technical support,
• Draft formal letters and other relevant documents in compliance with company standards,
• Research, compile and summarise information facilitating the preparation of regularly scheduled reports and presentations,
• Manage calendars for senior staff and organise travel arrangements, including flights, accommodations, and itineraries,
• Act as the point of contact for maintenance staff and outside vendors, ensuring office equipment and supplies are available and in good working order,
• Maintain office supply inventory and coordinate orders as needed,
• Receive invoices and review them for accuracy, coordinating payment with relevant staff,
• Perform data entry tasks and maintain accurate records,
• Liaise and coordinate with other company units to handle requests and queries from unit management,
• Perform other administrative tasks as required by management.

Requirements:

• Education: Secondary school diploma/University degree in the field of Administration
• Work experience: At least three years of relevant and proven professional experience in the areas mentioned in the Main Tasks
• Knowledge and Skills:
• Proven experience of at least 3 years in administration or in a similar role, preferably in public/international organisations
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent command of both written and spoken English and Hungarian
• Strong organisational and multitasking abilities,
• Attention to detail and problem-solving skills,
• Ability to work independently and as part of a team,
• Good interpersonal and communication skills,
• Good analytical skills,
• Highly resilient and able to work under pressure,
• Experience in handling sensitive information with discretion and professionalism.
• Computer skills required: Good knowledge of the Microsoft Office suite of software (Word, Excel, Power Point, Outlook) and ability to use software relevant to the financial area;

LANGUAGE SKILLS:

• Very good command of both written and spoken English, minimum C1 level

What we offer:

• Fixed term contract
• Expected starting date and duration: 1 October 2024 – 31 March 2025
• Monthly gross salary of the position: € 2,441.24

PLEASE NOTE THAT CVs ARE ACCEPTED IN EUROPASS FORM ONLY