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Friday, September 4, 2015

Administrative Assistant. CERN, Meyrin. Open until 20 September 2015

Administrative Assistant

Are you service oriented and customer focused? Can you multitask? Broaden your administrative skills in an international scientific environment by joining the secretariat of one of the Large Hadron Collider's (LHC) experiments to meet the challenges of a diverse range of activities. Take Part!
 
Job Reference: PH-DI-SE-2015-194-LD
Publication date:
10/08/2015
Closing date:
20/09/2015
Introduction
Administrative Assistant in the Physics Department (PH), DI Group, Secretariat Support Section (SE)
The secretariat support section of the Physics Department's is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties in accordance with the Organization's administrative procedures, including other special contributions such as the participation in events organization.
You will join a multi-cultural team with a wide range of skills and expertise - providing services to the collaborators of an experiment to the LHC. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard.
You will have the opportunity to broaden your knowledge in new areas, and discover domains where excellence is the key driving factor. Specific training is available, as well as support for professional development to foster your skills and develop your talents.
Functions
As an administrative assistant in an experimental secretariat, you will join a team of assistants and participate in the daily management of the experimental secretariat office with special emphasis on information, communication and organizational duties. Notably, you will:
  • Act as first line support to collaborators', Users' and visitors' queries in contact with relevant services inside and outside CERN.
  • Perform administrative and secretarial tasks associated with scheduling and coordinating meetings and events.
  • Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation.
  • Contribute to CERN and experiment database and web site update activities in collaboration with the User Office and the Institutes.
  • Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information.
  • Make sure that CERN's different rules and procedures are respected and correctly applied in different situations.
  • Replace other assistants during their absence.
Qualification required
Technical certificate or general secondary education in an administrative field, or equivalent.

*Please note that preference will be given to candidates with the above-mentioned qualifications: In principle consideration will not be given to applications from people with higher qualifications.
Experience and competencies
The experience required for this post is:
  • Demonstrated professional experience in an administrative service or secretariat, preferably in an international environment.
  • Proven experience in the field of hospitality management will be considered as an asset.
The technical competencies required for this post are:
  • Customer service.
  • Secretarial service.
  • Archiving and records management: scientific information and document management.
  • Use of Office software packages: knowledge of sharepoint software would be an advantage.
The behavioural competencies required for this post are:
  • Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
  • Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality.
  • Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
  • Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
  • Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
The language competencies required are:
  • Spoken and written English.
  • Ability to understand and speak French in professional contexts as well as draft texts for publications and official communications is an advantage.
  • Any additional language knowledge will be considered as an asset.
Eligibility conditions
Employing a diverse and international workforce is a CERN core value and central to our success. We welcome applications from all Member States irrespective of gender, age, disability, sexual orientation, race, religion or personal situation.
This vacancy will be filled as soon as possible, and applications should normally reach us no later than 20.09.2015.
By applying here, you allow CERN to consider your application for any position it considers relevant with respect to your profile. Please ensure you update your profile regularly with any relevant information and that you inform the recruitment service if you wish your file to be removed from the database.
Note on Employment Conditions
We offer a limited-duration contract for a period of 2 years. Limited-duration contracts shall terminate by default on their date of expiry.
Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

These functions require:

  • Work during nights, Sundays and official holidays, when required by the needs of the Organization

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