Your responsibilities

• Under the supervision and responsibility of the Chief of Mission or a designated official of the Mission, the Administrative Assistant is responsible for the technical and administrative functions and should have the qualifications and experience listed below. The person chosen for this position must be able to perform quality technical, administrative tasks, and logistical support functions, provide translation from English to Polish and vice versa, and must have general knowledge and be technologically savvy in Microsoft Office, related presentation and promotion software and applications such as Canva, and for document preparation. Specific functions include the following:
• Preparation of various written, secretarial, and promotional materials in support of the Consulate General;
• Participates in select meetings of the Chief of Mission and, as needed, interprets in the meetings and serves as notetaker;
• Prepares reports and basic correspondence;
• Processes invoices, payments, and financial documents;
• Manages correspondence with insitutions, organizations and business from Poland, as well as diplomatic and consular missions accredited in Poland;
• Provides telephone answering and general reception services at the Consulate and contributes to a welcoming and friendly atmosphere for guests and citizens seeking consular services;
• Supports the creation of presentation and promotional material for the Consulate, including for use on social media;
• Distributes diplomatic mail for the needs of the Mission, distributes incoming correspondence, regulates postal services, shipping, and related transport matters, as needed;
• Regularly maintens Mission contacts as well as lists of service operators: maintenance and cleaning personnel, security personnel, logistics, food, drivers and IT/mobile services;
• Provides other designated tasks related to office and financial managment.

Our requirements

• College degree; master’s degree preferred;
• To be a citizen of the Republic of Poland, or a citizen of the Republic of Kosova or a third country with legal residence in Poland;
• Strong knowledge of the English and Polish language required, knowledge of Albanian or Serbian is preferred;
• Demonstrate proven and effective written and oral communication skills in English and Polish; communication skills in Albanian or Serbian are preferred;
• Ability to translate and interpret from English to Polish and Polish to English is strongly preferred;
• Knowledge of applications like Microsoft PowerPoint, Canva, or similar;
• Knowledge of social media, including facebook, instagram, and x.com, is preferred;
• Proven ability to organize and maintain documentation and to determine appropriate solutions;
• Previous experience in a diplomatic or consular mission is preferred;
• Familiarity with providing diplomatic and consular services;
• Previous representative experience, on behalf of a company, organization, or campaign;
• Strong professional integrity, organization skills, and be able to work effectively in a demanding work environment;
• Three years of relevant work experience; five years of experience preferred.
• Candidates who apply must submit the following documents:
• CV with three reference contacts from previous work experience; and 2) Cover letter.
• Note: Additional documentation will be requested from the finalists for the position, which will include: 3) copies of academic qualifications; 4) doctor’s certificate on good health (zaświadczenie o niekaralności) and 5) certificate demonstrating that you are not under investigation by the authories of the Republic of Poland.

What we offer

• Medicover insurance included for the employee