Administrative Assistant - Exchange program sector (SZJ-11218)

2022-06-21-Budapest-Adminisztráció/Back office
A munkáltatóról / About the company
Our client is an EU Agency, based in Budapest, having its offices in the 6th district. Now they are looking for an Administrative Assistant .
Pozíció részletezése / Position overview
Provide Support in coordination of the agency’s Exchange programme.

Main tasks:

• Administrative support to the implementation of exchanges in 2022:
o Checking the incoming documents (Activity Plans) for well elaborated activity description, learning outcomes and cascading plans to ensure the professional implementation of the programme
o Register, save, print and file confirmed documents and follow up of documents with NEC where amendment is needed
o Follow up missing documents with NEC and indicate deadline
o Update Reporting Tool to include all data for CEP exchanges
o Checking the Travel Request Forms
o Closely monitor and register the status of the bookings and prepare booking requests weekly
o Contact with NEC / participant in relation to logistics issues of their travel
o Check, save, file and register the booking confirmations (flight ticket, hotel voucher) and the costs
o In case of issue, contact Travel team, Travel Agency / NEC / participant
o Administrative support to manage step backs, replacements, communicate it with respective NECs, register in reporting tool, and if appropriate re-match participants
o Follow up, check, save, file and register narrative reports and LEEd feedbacks of participants
• Administrative support to communication about CEP on agency`s website
• Administrative support to manage exchanges on LEEd
• Prepare statistics
• Administrative support to the preparations of the National Exchange Coordinators meeting
• Administration related to the implementation of study visits
• Input to Annual Report
• Administrative support to the preparation of next year’s Exchange Programme (launch documents); assistance in the yearly revision and update of the ISO documents
• Ensure smooth cooperation between agency and ICU Exchange Programmes
• Administrative support in the end-of-year filing
• Administrative support in invoice checking


• Education: As minimum, Secondary education attested
By a diploma giving access to postsecondary education and appropriate professional experience of at least 1 year
• Work experience: 3 years

Knowledge and Skills:

• Excellent organisational and logistic skills
• Excellent Office suite ICT skills, in particular Word and Excel
• Attention to detail, organisational skills and ability to work effectively in a team
• Ability to deliver under stress
• Experience in organising meeting and training events
• Excellent moderation, presentation and communication skills
• Very good command of written and oral English corresponding to level B2 or higher of the Common European Framework reference for Languages
• Motivation – open and positive attitude


• Experience in working in international teams and in an international context
• Experience in providing residential, online or blended learning training
• Experience in visualisation of data
• Good knowledge of the EU security environment

Computer skills required:

• Solid computer skills, including proficiency with Microsoft Office Applications (Word, Excel, PowerPoint)


• Very good command of both written and spoken English (at least B2 level of the Common European Framework of Reference for languages and above)

What we offer:

• Fixed term contract
• Expected starting date and duration: 16 July 2022 – 15 November 2022, 4 months, with the possibility of extension
• Monthly gross salary of the position: EUR 1,939.12
• Home office opportunity (50%)



Cím: 1134 Budapest, Dévai utca 19. VIII/811

E-mail cím:

Mobil: +3670 399 9557

+3630 4450677
(English speaking contact)