Administrative Assistant

vor 16 Stunden

Genf, Schweiz CERN - European Organization for Nuclear Research Vollzeit
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

Are you an experienced assistant who enjoys working on a variety of projects? Do you want to broaden your knowledge in new areas where excellence is the key factor? Put in place your organizational expertise and provide a perfect service to all members of CERN’s Engineering department Join us at CERN

You will join a team of assistants and participate in the daily management of one or more Group Secretariat(s) - with special emphasis on information, communication, and organizational services.

By applying relevant CERN rules and procedures, you will:

  • Provide administrative support and advice to all categories of personnel (upon arrival, departure, and throughout their appointment) of the Department.
  • Contribute to the smooth operation of the administration.
  • Provide information and ensure the application of the Organization’s rules and procedures.
  • Maintain physical and electronic documents, web pages, shared files, and archived documents.
  • Process requests for leaves, reimbursements, payments, and travels according to the CERN rules in force.
  • Process information in the form of e-mails, letters, minutes, procedures, and presentations.
  • Seek and receive official information; support Group members with document drafting, editing, proofreading, follow-up, distribution, archiving, and updating using the appropriate tools.
  • Support the Group Leader (managing diaries, incoming and outgoing phone calls, official duty trips, meetings).
  • Organize and support events (conferences, workshops, etc.).
  • Replace other assistants during their absences.
Qualifications

Technical certificate or general secondary education or equivalent relevant experience in the field of General Administration or a related field.

Experience:

  • Proven experience in a variety of administrative and support tasks for a large unit, preferably in a front-line and international environment.
  • Demonstrated experience in multi-tasking as first-line administrative support.
  • Demonstrated experience in proofreading work documents.
  • Proven experience in using a diverse set of modern office computing tools and in maintaining and archiving data and documents.
  • Experience in establishing and implementing administrative processes and procedures.
  • Knowledge of administrative rules and procedures, including data privacy.
  • Archiving and records management.
  • Use of office software packages: mainly MS Office (Word, PowerPoint, Excel, Access, and Outlook).
  • Event organization and management.
  • Demonstrating Accountability:
    • Working conscientiously and reliably; delivering on promises.
  • Achieving Results:
    • Having a structured and organized approach towards work; being able to set priorities and plan tasks with results in mind.
  • Communicating Effectively:
    • Providing others with timely information.
    • Ensuring that information, procedures, and decisions are appropriately documented.
    • Expressing opinions, ideas, and suggestions with conviction and in a logical/structured manner; keeping to the point.
  • Working in Teams:
    • Building and maintaining constructive and effective work relationships.

Spoken and written English: ability to understand and speak in professional contexts (level C1 min).

Spoken and written French: ability to understand and willingness to improve is necessary (level B1 min).

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 20.02.2025 at 23:45 CET.

Employment Conditions

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

Working Hours: 40 hours per week.

Job Flexibility: Fully Onsite.

This position involves:

  • A valid driving licence.
  • Work during nights, Sundays, and official holidays, when required by the needs of the Organization.

Job grade: 3-4.

Job reference: EN-PAS-ADM-2025-6-LD.

Field of work: Support Services (Finance, HR, Legal, Procurement).

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