Administrative Assistant

Administrative Assistant (EP-AGS-UO-2024-61-LD)
Geneva, Switzerland
Contract


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
As an Administrative Assistant, you will join the Experimental Physics Department (EP), Administration and General Services Group (AGS), Users Office Section (UO).

The EP Department carries out research in the field of experimental particle physics, which is CERN's fundamental mission. It aims at providing a stimulating scientific atmosphere and remains an important reference centre for the European physics community. It contributes to the education and training of young scientists. It hosts CERN staff members as well as CERN's associated guest scientists.

On-site attendance on the premises of CERN will be required to ensure the smooth running of operations and to be able to personally welcome the public to CERN's offices which are normally daily open.


Functions

As part of the Users Office Administrative Assistance team (http://usersoffice.web.cern.ch/), you will:
- Provide information and assistance to CERN's guest scientists by registering them and facilitating their integration upon arrival,
- Ensure the processing, follow up and control of various administrative documents,
- Register all relevant information into appropriate CERN databases,
- Prepare correspondence and documentation according to requirements, including minutes writing.

These tasks include face-to-face interactions with people, registration via electronic tools, response to email and telephone requests and liaising with other administrative support teams. Therefore, on-site attendance on the premises of CERN will be required on regular opening days (Monday to Friday included).


Additionally, and in close collaboration with the CERN Web Team you will:
- Create engaging and inclusive content for both the service's internal webpage and public websites.
- Maintain site functionality and accessibility standards.


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

Experience:
- Demonstrated experience in face-to-face customer service; preferably including the providing of services to a large community of customers coming from various countries,
- Experience in the interpretation and application of rules and procedures,
- Experience in using a diverse set of modern computer office tools and ability to maintain and archive data and documents,
- Experience in creating and writing online content is an advantage.

Technical competencies:
- Customer service,
- Archiving and records management,
- Secretarial work,
- Knowledge of protocol: basic courtesy rules and etiquette,
- Use of office software packages and web content management system such as WordPress or similar, is an advantage.

Behavioural competencies:
- Achieving Results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind Delivering prompt and efficient service taking into account customer needs Delivering high quality work on time and fulfilling expectations
- Building Relationships: relating well to all people regardless of race, religion, sex or sexual orientation Showing courtesy and consideration in dealings with others.
- Working in Teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues Understanding when teamwork is required to achieve the best results; including others accordingly and sharing information Seeking to help other team members when own work is done; supporting others
- Communicating Effectively: checking to ensure that the message has been well understood Listening actively to others and letting others speak Ensuring that information, procedures and decisions are appropriately documented
- Demonstrating Flexibility: adapting quickly and resourcefully to shifting priorities and requirements Being able to demonstrate flexibility whilst abiding by all applicable rules.

Language skills:
Spoken and written English and French: ability to understand and speak both languages in professional contexts, as well as the ability to draft/prepare accurate texts in both languages. The knowledge of other languages would be a strong asset.


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 04.06.2024 at 23:55


Employment Conditions

Contract type:
Limited duration contract (2 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.