Personal/Team Assistant

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.

Job Description

Introduction:

Within the Experimental Physics (EP) Department, Administration and General Services (AGS) Group, you will join the Departmental Administrative Office (DAO), which provides centralised support to the Department, including dedicated services to its Management. The office plays a key role in managing the lifecycle of various categories of EP personnel, working closely with internal stakeholders and other CERN services to ensure the smooth execution of administrative formalities in line with CERN's administrative rules and procedures. The DAO contributes to the Department's efficient functioning through clear communication, discreet handling of confidential information, and effective coordination of internal workflows.

Functions:

• Act as a front-line support service for various categories of personnel across the department, supporting them from onboarding to offboarding.
• Coordinate contract follow-up and prepare registration documentation.
• Process administrative requests related to leave, travel and various claims and manage internal administrative matters.
• Maintain and update records, shared files, archives, and web content to ensure information remains accurate and easily accessible.
• Handle confidential documents with discretion and ensure the smooth and timely circulation of information within the department.
• Keep up to date with CERN's administrative rules and procedures, working closely with colleagues and other services to ensure their accurate and consistent application.
• Support the organisation and logistical coordination of meetings and events, as needed.
• Contribute to service continuity by providing mutual support and backup within the team.

Qualifications

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

Experience:

• Demonstrated experience in an administrative role within an international environment.
• Experience providing customer service or front-line support to a large community.
• Proven ability to work effectively in a dynamic, team-oriented environment.
• Familiarity with maintaining and updating websites or databases.
• Experience in event coordination and logistical support; background in events management is a strong advantage.

Technical competencies:

• Secretarial work.
• Customer service.
• Knowledge of administrative rules and procedures.
• Event organisation and management.
• Use of office software packages.

Behavioural competencies:

• Working in Teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
• Communicating Effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
• Demonstrating Flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
• Demonstrating Accountability: presenting information accurately and objectively; 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.

Language skills:

Spoken and written English, with a commitment to learn French.

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 at 23:59 CET.

Employment Conditions:

Contract type: Limited duration contract (2 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

Job grade: 3-4

Job reference: EP-AGS-CA LD

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

Benchmark Job Title: Personal/Team Assistant