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 service-oriented and detail-oriented administrative assistant, skilled at managing diverse tasks and fostering a positive team environment? If so, we invite you to become a valuable member of the dynamic administrative team within the Accelerator Systems Department (SY). Your contribution is vital to ensuring the efficient operation of our technical groups.
You will join the Accelerator Systems Department (SY), which is responsible for the beam-related technical systems of the CERN accelerators. The SY teams design, build and operate equipment systems in all CERN accelerators, and are engaged in ambitious forward-looking R&D programmes.
You will become a part of the Administrative and Resources Group (SY-AR) and collaborate closely with different services within the organization. While being a valuable member of the SY administrative team, you will also have the opportunity to work independently within one of the Department's technical groups.
Functions
You will participate in the daily management of the technical group secretariat with special emphasis on information, communication, and organizational services. You will apply CERN's applicable rules and procedures in your tasks, which will encompass:
Providing front-office service for all categories of group personnel upon arrival, departure and throughout their appointment; including the organisation of official duty trips;Organizing meetings, events (conferences, workshops, etc.), and visits, utilizing various CERN software and resources (EDH, CERNBox, Indico);Contributing to the group’s web content management processes (group website, updating files and archiving) using the relevant CMS (Content Management System);Providing personal assistance to the Group Leader (agenda and mailbox management, providing administrative support such as replying on his behalf, collecting and pre-analysing information, following-up actions, and organising meetings);Replacing other colleagues in this role in other technical groups in case of absence; Contributing to improving and evolving SY administrative processes in collaboration with your colleagues in SY-AR and participate in meetings with the SY-AR group.Qualifications
Higher administrative diploma or equivalent relevant experience in the field of administration or a related field.
Experience:
Proven experience of administrative work in a team, preferably in an international environment;Experience of a LaTeX editor or SharePoint would be an asset.Technical competencies:
Customer service;Use of office software packages, in particular use of Microsoft Excel & Word;Secretarial work;Event organisation and management;Knowledge of administrative rules and procedures.Behavioural competencies:
Demonstrating accountability: maintaining confidentiality; working conscientiously and reliably; delivering on promises.Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements; being able to demonstrate flexibility whilst abiding by all applicable rules.Working in teams: building and maintaining constructive and effective work relationships; contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.Managing self: expressing disagreement tactfully and with consideration; working well autonomously; taking on activities and tasks without prompting; maintaining a positive outlook even in difficult situations; demonstrating resilience and persistence in response to setbacks and adversity.Communicating effectively: providing others with timely information; listening actively to others and letting others speak.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.
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 11.12.2023 midday.
Employment Conditions
Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.
These functions require:
A valid driving licence.Job grade: 3-4
Job reference: SY-AR-GA-2023-151-LD
Benchmark Job Title: Personal/Team Assistant