Departmental Administrative Officer

vor 3 Wochen

CH Geneva CERN European Organization for Nuclear Research Vollzeit

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

Introduction

Are you a proactive and flexible Administrative Officer, with a cooperative spirit and good software packages skills? Are you interested to collaborate on a range of administrative topics at the Department level and to assist the colleagues in a dynamic IT Department? Contribute with your skills to the IT Secretariat Team CERN. Take part

You will join:

  • The Information Technology (IT) Department which provides computing services for all aspects of the laboratory's activities. More information on the Department is at:
  • The Resource Management (RM) Group responsible for overseeing talent, vendor, and financial management for the IT Department (more than 250 employees) as well as the Project Management Office and Facilities Management.
  • The IT secretariat responsible for providing administrative secretarial support to the Department. The services provided include general office duties in accordance with the Organization's administrative procedures.

Functions

As an Administrative Assistant in the IT Secretariat Team, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication, and organizational services.

You will act as departmental administrative officer (DAO). The DAO's role involves answering requests for information and advising the department/unit's personnel on rules and procedures. The DAO helps people to understand the CERN Staff Rules and Regulations and directs them to the right service or contact person if required. Your role will be:

  • Making sure that CERN's different rules and procedures are respected and applied correctly and consistently;
  • Answering queries on Personnel and administrative matters (leave, changes related to life and career events, etc.);
  • Taking care of administrative formalities: arrival, departure, travel arrangements, expense claims, reimbursements etc. in accordance with CERN Staff rules and regulations;
  • Liaising and collaborating with internal services and units in other Departments;
  • Maintaining physical and electronic documents, web pages, shared files, tables and records to provide up-to-date information;
  • Maintaining and monitoring information in CERN Personnel/administrative databases and associated tools;
  • Covering for other team members during their absence and completing other tasks as required.

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

Experience:

  • Demonstrated relevant experience working in an administrative service/secretariat service.
  • Experience in an international environment would be an advantage.
  • Experience using personnel/administrative databases and associated tools would be an advantage.
  • Hands-on experience with the maintenance of Web Sites in Drupal and SharePoint and reporting tool like Power BI would be a plus.

Technical competencies:

  • Secretarial work: good knowledge of administrative tasks and secretarial work.
  • Customer service: answering queries on personnel and administrative matters on a variety of subjects.
  • Use of office software packages: concurrent use of multiple electronic tools. Good knowledge of Excel and Word to generate reports and letters, confident in the use of web content tools and reporting tools.

Behavioural competencies:

  • Demonstrating Accountability: working conscientiously and reliably; delivering on promises. Readily admitting to mistakes Maintaining confidentiality.
  • Working in Teams: seeking to help other team members when own work is done; supporting others. Contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues. Working well in groups and readily fitting into a team; participating fully and taking an active role in team activities.
  • Achieving Results: objectively assessing and monitoring own work; regularly reporting on progress and advising of any changes in schedule or priorities. Being rigorous and producing quality results at first attempt. Having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
  • Demonstrating Flexibility: readily accepting new tasks or work/projects. Readily absorbing new techniques and working practices; proposing new or improved ways of working.

Language skills:

Spoken and written English: ability to understand and speak in professional contexts as well as the ability to prepare/draft accurate texts. Knowledge of French will be an asset or the willingness to acquire it rapidly.

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

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: IT-RM LD

Benchmark Job Title: Personal/Team Assistant

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