Experienced Administrative Assistant for Procurement

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 passionate about administration and processes? With your exceptional organisation skills and attention to detail, you will lead the back office responsible for administrative processes in the CERN Procurement Service .

Functions

Working in the CERN Procurement Service, you will:

-Be in charge of the back office, in particular be responsible for the administrative preparation, dispatch, follow-up and electronic filing of all price enquiries, market surveys, invitations to tender, contracts and other tendering and contractual documentation;
-Use various electronic tools (including CERN's ERP and document handling and management systems) to ensure the proper handling and traceability of CERN's procurement processes;
-Act as the entry point for all procurement related requests and process information in the form of e-mails, letters, procedures;
-Supervise a team of administrative assistants;
-Provide on-the-job training and quality assurance for the back office's work.

Qualifications
Higher administrative diploma or equivalent relevant experience in the field of general administration or a related field.

Experience:

Proven experience in the following:

-Working with administrative processes independently and as a contributing member of a team.

Desired experience:

-Administrative processes within a public procurement service.

Technical competencies:

-Knowledge of administrative rules and procedures;
-Use of office software packages, in particular expertise using electronic procurement and document management tools, and ability to provide assistance to others and address user issues;
-Customer service;
-Archiving and records management: digital archiving of all CERN commercial and contractual documents;
-Administrative review and finalisation of all procurement documents prior to publication or signature (as applicable);
-Administrative follow-up and management of tendering procedures and contract circulations.

Behavioural competencies:

-Achieving results: being rigorous and producing quality results at first attempt.
-Learning and sharing knowledge: proposing ways to improve or streamline existing procedures, processes and methodologies; questioning traditional assumptions and ways of doing things; sharing knowledge and expertise freely and willingly with others; coaching others to ensure knowledge transfer.
-Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues; building and maintaining constructive and effective work relationships.
-Communicating effectively: providing others with timely information; ensuring that information, procedures and decisions are appropriately documented.
-Working in the interest of the Organization: following rules and regulations and encouraging others to do the same.

Language skills:

Spoken and written English and French: ability to understand and communicate in both languages in professional contexts.

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 12.01.2023.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.