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/.
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.
and update electronic personal file register;
personal files metadata into Sysper, Allegro, the staff database in Excel or
other relevant system;
- Archive documents for personal
files and monitor HR archive;
personal files and recruitment files according to relevant retention periods;
and update filing plan of personal files;
and update naming convention for personal files;
templates for personal file cover pages and labels, monitor supply of folders
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
- Relocation Support for Newcomers: update internal information materials about
the process; monitor updating of the Newcomers Manual.
- Assist in
the organisation of teambuilding events.
the #BeSocial Club in Tallinn.
social events in Tallinn (Christmas parties, mid-season events, etc.).
- Act as
Advanced Secretary in Ares when necessary.
- Act as
iLearn administrator when necessary.
information/ vacancies on the Intranet.
A level of education that correspond to completed university studies of at least 3 years attested by a diploma.
Minimum of 4 years of relevant professional experience; from which minimum 3 years’ experience in administration, human resources or document management.
- Very good knowledge of English, since it will be an everyday
to exercise professional discretion in a highly confidential work environment
and proven strong level of personal integrity.
to process the large-numbers of volume documents, i.e. DMS experience.
organisational skills; ability for precision and accuracy for details in
processing work under the tight deadlines.
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 firstname.lastname@example.org