eu-LISA is an European Agency for the operational management of large-scale IT systems in the area of freedom, security and justice. The Agency provides the technical and operational framework to ensure that European citizens and non-EU citizens enjoy the freedom to live, work and travel in a manner they have come to know and expect. The Agency is tasked with managing the three main IT systems dealing with visas, asylum requests and the exchange of information to guarantee the security of the Schengen Area. More information about eu-LISA: http://www.eulisa.europa.eu/.

eu-LISA welcomes to join their Human Resources Unit in Tallinn, Estonia

Administrative Assistant

 (Temporary contract)

The role of an Administrative Assistant in the Human Resources Unit is to mainly assist the HRU in entering, testing and updating staff data in Sysper; registering and archiving the files and documents for personal files, and other administrative HR matters.

  • Maintain and update electronic personal file register;
  • Insert personal files metadata into Sysper, Allegro, the staff database in Excel or other relevant system;
  • Archive documents for personal files and monitor HR archive;
  • Review personal files and recruitment files according to relevant retention periods;
  • Maintain and update filing plan of personal files;
  • Maintain and update naming convention for personal files;
  • Update templates for personal file cover pages and labels, monitor supply of folders and separators.

Additionally to the tasks above, the Administrative Assistant in the HRU should support in the areas as follows:
  • Sysper: Monitor Confluence; fill in and update data tables; test data in ACC/PROD environments; participate in meetings; keep track of changes that need to be implemented in the PROD environment when it is live and prepare for next modules.
  • Relocation Support for Newcomers:  update internal information materials about the process; monitor updating of the Newcomers Manual.
  • Assist in the organisation of teambuilding events.
  • Facilitating the #BeSocial Club in Tallinn.
  • Organising social events in Tallinn (Christmas parties, mid-season events, etc.).
  • Act as Advanced Secretary in Ares when necessary.
  • Act as iLearn administrator when necessary.
  • Upload information/ vacancies on the Intranet.

A level of education that correspond to completed university studies of at least 3 years attested by a diploma.

Professional experience:
Minimum of 4 years of relevant professional experience; from which minimum 3 years’ experience in administration, human resources or document management.

Professional competencies:
  • Very good knowledge of English, since it will be an everyday working language.
  • Ability to exercise professional discretion in a highly confidential work environment and proven strong level of personal integrity.
  • Capacity to process the large-numbers of volume documents, i.e. DMS experience. 
  • Good organisational skills; ability for precision and accuracy for details in processing work under the tight deadlines.
  • Ability to cooperate smoothly in the multicultural environment.

eu-LISA offers an opportunity to work in an international environment of important and prestigious organization.

Apply via cv.tammistepersonal.ee or CV-Online by the 7th of January, 2019.

We guarantee the confidentiality of candidacy!

More information about the terms of recruitment is available by calling to Ilona Viilu +372 5340 0686 or ilona@tammistepersonal.ee