Company Description

At CERN, the European Organization for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature. Find out more on http://home.cern

Job Description

Introduction

Great technology needs great people! Are you a self-motivated administrative assistant with strong organizational skills and customer-service oriented? Join a team of assistants and provide a seamless service to the department. CERN, take part!

The Technology Department is responsible for technologies which are specific to existing particle accelerators, facilities, and future projects.

Functions

As Administrative Assistant in the General Services section of the Resources Apprentices and Safety (RAS) Group, you will join a team of assistants and participate in the daily management of a Group Secretariat with special emphasis on information, communication, and organizational services.

By applying relevant CERN rules and procedures, you will:

• Welcome members of the personnel upon their arrival at CERN.
• Provide information and ensuring application of the Organization’s rules and procedures.
• Process information often of confidential nature in the form of e-mails, letters, procedures, presentations.
• Seek and receive official information, help with document drafting, edit, proof-read, follow-up, distribute, archive, update by using the appropriated tools.
• Provide personal assistance (management of the Group leader’s agenda by providing a support for administrative matters and answering on his behalf, data collection and pre-analysis, minutes preparation, follow-up of actions, meetings organization).
• Organise official duty trips and events (conferences, workshops, etc.).
• Participate in group transversal projects.
• Update the group website.
• Replace other assistants during their absences.

Qualifications

Higher administrative diploma or equivalent relevant experience in the field of administration or a related field.

 

Experience:

• Proven experience as a Personal Assistant in an international environment.
• Demonstrated experience in multi-tasking as first line administrative support.
• Demonstrated experience in the interpretation of rules and procedures as well as in their application.
• Proven experience in using a diverse set of office computing tools and in maintaining and archiving data and documents.
• Demonstrated experience in proof reading of work documents.

Technical competencies:

• Customer service
• Event organisation and management
• Knowledge of administrative rules and procedures: including data privacy
• Text editing and proof-reading
• Use of office software packages: in particular, MS Office, web page editors and archiving tools.

Behavioural competencies:

• Demonstrating Accountability:
  • Working conscientiously and reliably; delivering on promises
  • Maintaining confidentiality
• Achieving Results:
  • Having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind
• Communicating Effectively:
  • Providing others with timely information
• Working in Teams:
  • Building and maintaining constructive and effective work relationships
• Demonstrating Flexibility:
  • Adapting quickly and resourcefully to shifting priorities and requirements

Language skills:

Spoken and written English and  French: ability to understand and speak both languages in professional contexts as well as the ability to prepare / draft / proofread and / or accurately translate texts in both languages.

Additional Information

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 24/06/2024 at 23:45.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Job grade: 3-4

Job reference: TE-RAS-AGS-2024-71-LD

Benchmark Job Title: Personal/Team Assistant