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Administrative Assistant (6 months contract)


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Tööpakkumise number 417084

Tööpakkumise number


Job Description

The job purpose is to assist in re-organising personnel files stored in paper, electronic formats and in the dedicated digital personnel database of the Human Resources & Training Unit to achieve the cross-system coherence.

Main tasks:

  • Providing technical support for the HRTU Personal Files Re-organisation Project in filing and cross-checking the existing paper archives and electronic archives of personnel according to the set standards;
  • Assisting and contributing to the verification and re-classification of the HR documents, filing and archiving them, both in physical paper and digitally stored files;
  • Creating, updating and maintaining electronic and paper records ensuring the compliance with information security and data protection requirements, completing the project log-book;
  • Providing timely and accurate statistical and narrative input on project progress for Project Manager reports and other reports of the Unit;
  • Maintaining relations and cooperation with the Project Manager as well as other members of the Unit;
  • Assisting with the communication of the Project progress to the Unit;
  • Proposing actions to be undertaken for the improvement of information storage and sharing within the Unit;
  • Performing other tasks as requested by the Project Manager and/or the Head of the HRTU.


  • A level of post-secondary education attested by a diploma, or at least 3 years of proven professional experience;
  • At least 4 years of relevant professional experience (in administration, human resources, finance, communications, or event management);
  • Experience with archiving and document data systems;
  • Knowledge in handling sensitive data (e.g. experience in HR matters);
  • Proficiency in both written and spoken English, corresponding to at least C1 level.

Beneficial competencies:
  • Work experience in an international company, European Institution, Agency or Body;
  • Good organisational skills and logical mind-set;
  • Good communication and interpersonal skills;
  • Supportive and helpful personality with co-operative and service oriented attitude;
  • Ability to cooperate smoothly in a multicultural working environment.

Tallinn, Harjumaa
Job type:
Expiration date:
11 April 2016
04 April 2016


Eu-LISA is the European Agency for the Operational Management of large-scale IT Systems in the Area of Freedom, Security and Justice (eu-LISA), a newly established EU agency to provide a long-term solution for the operational management of large-scale IT systems, which are essential instruments in the implementation of the asylum, border management and migration policies of the EU. The Agency is currently managing EURODAC, the Visa Information System (VIS) and second generation Schengen Information System (SIS II).
The Agency was established in 2011 and it started its activities on 1 December 2012. The headquarters of eu-LISA are based in Tallinn, Estonia, whilst its operational centre is in Strasbourg, France. There is also a business continuity site for the systems under management based in Sankt Johann im Pongau, Austria.

The recruitment process for this position will be carried out by eu-LISA recruitment partner: Recruitment Estonia OÜ (CVO Recruitment). Find us at: