Administrative Assistant (HR-SA-2023-37-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 a dynamic administrative assistant with great organisational skills looking for a versatile position in an international environment? Do you have excellent communication skills in both English and French? Then join the CERN Staff Association (SA) and make your contribution to the welfare of CERN members of personnel. Take part!

You will join the Staff Association Secretariat, which gives support to the Staff Council delegates, and provides information to members of the personnel. The Secretariat also plays an active role promoting activities sponsored by the Staff Association, such as CERN SA clubs, the CERN SA Nursery School, and the CERN and ESO Pensioners Association.

The Staff Association is the employer of the Jardin des Particules (JDP) - an early childhood facility within CERN which welcomes children from 4 months to 7 years old. 

Functions

As an Administrative Assistant in the Staff Association Secretariat, you will report directly to the Presidents of the Staff Association. You will work with the CERN Staff Council delegates and the presidents of the Management Committee of the Jardin des Particules, in a team of professionals dedicated to providing CERN-wide support for all Staff Association activities and projects.

Your main activities for the JDP will include:

• The administration of the human resources including salaries with a fiduciary support;
• The accounting;
• The financial control and analysis;
• The promotion of the JDP through various documents.

And more generally you will contribute, mainly as a back-up, to:

• Ensure the continued smooth operation of the Secretariat: welcoming visitors, answering phone calls, managing the Staff Association mailbox;
• Help and give guidance to employed and associated members of personnel and staff representatives concerning working relations, employment conditions, disciplinary or appeals procedures, any rules, and regulations;
• Translate various documents such as articles from French into English;
• Write minutes of meetings;
• Organise Staff Association events (Cocktails, Staff meetings, General Assembly meetings, exhibitions, and conferences);
• Present the Staff Association's activities in various meetings.

Qualifications

Technical certificate or general secondary education or equivalent relevant experience in the field of administration, communication, international relations or a related field.

Experience:

The experience required for this post is:

• Proven experience of administrative teamwork in an international environment;
• An experience relating to working conditions and employment relations under Swiss law.

Technical competencies:

• Customer service: aptitude to welcome and guide a various public on a wide range of topics;
• Secretarial work: text editing and proof-reading, taking notes of meeting and minute-writing;
• Use of office software packages;
• Accounting and financial control.

Behavioural competencies:

• Working in teams: understanding when teamwork is required to achieve the best results; including others accordingly and sharing information; gaining trust and collaboration from others;
• Communicating effectively: ensuring that information, procedures and decisions are appropriately documented; providing others with timely information Checking to ensure that the message has been well understood;
• Demonstrating accountability: maintaining confidentiality; working conscientiously and reliably; delivering on promises;
• Building relationships: accepting others in a non-judgemental way and taking their point of view into account; understanding how individual differences bring added value to the Organization; promoting complementarities;
• Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements; readily accepting new tasks or work/projects.

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 and/or translate accurate texts in both languages; being rigorous and producing quality results at first attempt.

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 27.04.2023 at 12:00 AM (midnight) 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.

Job grade: 3-4

Job reference: HR-SA-2023-37-LD

Benchmark Job Title: Personal/Team Assistant