Administrative Assistant (EN-PAS-ADM-2025-6-LD)

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 ! CERN, take part!

The Engineering department’s Planning, Administration and Safety group (PAS) is the backbone of the Engineering department, providing administrative, management, coordination and safety support. You will join the Group, providing centralised and secretarial services, as well as specific services to the Management of the Engineering Department.

Functions

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 members 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, also maintain archived documents.
• Process requests for leaves, reimbursements, payments, 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’s members with document drafting, editing, proofreading, follow-up, distribution, archiving and updating by using the appropriated tools.
• Support Group Leader (managing diaries, incoming and outgoing phone calls, official duty trips, meetings).
• Organise 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 proof reading of 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.

Technical competencies:

• Knowledge of administrative rules and procedures, including data privacy ;
• Archiving and records management ;
• Secretarial work ;
• Use of office software packages: mainly MS Office (Word, PowerPoint, Excel, Access, and Outlook) ;
• Customer service ;
• Event organisation and management ;

Behavioural competencies:

• Demonstrating Accountability:
  • Working conscientiously and reliably; delivering on promises ;
• 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,
  • 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.

Language skills:

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)

Benchmark Job Title: Personal/Team Assistant