Senior Staff Assistant, FS-5. UNITAD, Baghdad. Open until 11 January 2021

 

Posting Title: Senior Staff Assistant, FS5 (Temporary Job Opening) Job Code Title: SENIOR STAFF ASSISTANT Department/ Office: United Nations Investigative Team for Accountability of Da’esh/ISIL Duty Station: BAGHDAD Posting Period: 28 December 2020-11 January 2021 Job Opening number: 20-ADM-UNITAD-147433-J-BAGHDAD (M) Staffing Exercise ID: N/A
						United Nations Core Values: Integrity, Professionalism, Respect for Diversity
	Org. Setting and Reporting   This position is located within the United Nations Investigative Team for Accountability of Da'esh / ISIL (UNITAD) and will be based in Baghdad, Iraq. UNITAD was established by the Secretary-General pursuant to Security Council resolution 2379 (2017), according to which it is mandated to support domestic efforts to hold ISIL (Da'esh) accountable by collecting, preserving and storing evidence in Iraq of acts that may amount to war crimes, crimes against humanity and genocide committed by the terrorist group ISIL (Da'esh) in Iraq.   Responsibilities   Within limits of delegated authority, the Senior Staff Assistant, FS-5, may be responsible for the following duties: •Manages the calendar of meetings and appointments of the Special Adviser with Heads of Missions, Prime Ministers, members of the government, diplomats, heads of international organizations, dignitaries and officials of high ranking positions. •Reads all the correspondence, both incoming and outgoing, takes the decision about priority to be given to documents and where necessary consulting the Special Adviser. The incumbent routes and distributes routine and confidential material; maintains political, constitutional, electoral, Code Cables and general management files. •Prepares and administers the Special Adviser 's travel programme, collects folder for business trips and meetings. Keeps others informed by conveying directives, reports, status updates and other relevant information, brings sensitive and urgent matters to the attention of the Special Adviser. •Assists in the overall administration of the mission, provides substantive and administrative support in managing priorities and work flow in the office of the Special Adviser and the work unit, coordinates multiple and diverse activities and work processes to ensure management of directives and decisions. •Handles a wide range of administrative duties and processes, leave requests, attendance records, timesheets, travel arrangements, visa applications, expense statement, telecommunications charges, equipment purchase, service sand supply requisitions, conference rooms booking, etc; •Serves as communications link between supervisor and senior staff on behalf of supervisor. Screens and prioritizes all incoming correspondence, compiles relevant background documents and references, identifies issues requiring the Special Adviser 's attention and refers others to relevant officers for appropriate disposition, monitors and follows-up on actions to be taken; •Support the UNITAD information and evidence management programme and its digitization programme: (in consultation with the Information Systems Management Section) assist with administrative and operational tasks associated with the implementation and execution of the digitization project, including arranging transport requirements, identifying equipment and systems that meet requirements; ensuring that the equipment under his/her responsibility is in good working order and that scanners are calibrated to requirements; •Perform other duties as assigned.   Competencies   • Professionalism – Substantive experience in, and thorough knowledge of, administrative functions (e.g., budget/ work programme, human resources, database management, etc.). Experience in communicating with senior officials and handling confidential information. Extensive knowledge, regarding the application of financial, and staff regulations and rules. The skills and ability to analyze and interpret financial data. Ability to manage processes, maintain accurate records, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems. Familiarity with all of the unit's business operations and objectives. High degree of commitment to ensure the proper use of the unit's financial resources. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.  • Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.   Education   High School diploma or an equivalent diploma is required.   Work Experience   A minimum of eight years progressively experience working in a political department and/or working for a high-ranking UN Official is required. Experience in arranging travel and accommodation is required. Experience working in a law firm or financial investigation entity is desirable. Three years of field experience in the United Nations system or other international organizations is desirable. Experience working with administrative software and Office365 including MS Word, MS Excel, MS Teams and related applications is desirable.   Languages   English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in Arabic is desirable.   Assessment   Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.   Special Notice   • This position is temporarily available until 31 December 2021. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.   United Nations Considerations   According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.  The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship.  Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity.  By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c).  In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.   No Fee   THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Administrative Assistant. CERN, Meyrin. Open until 4 June 2017

Administrative Assistant/Assistant(e) administratif(ve)

Are you service oriented and customer focused? Can you multitask? Broaden your administrative skills in an international scientific environment and and meet the challenges of a diverse range of activities by joining a secretariat which provides high-quality service. Take Part!
 

Job Reference: EP-AGS-SE-2017-85-LD

Publication date:

05/05/2017

Closing date:

04/06/2017

Introduction

  

Administrative Assistant in the Experimental Physics Department (EP), Administrative and General Services Group (AGS), Secretariat Support Section (SE).

The Experimental Physics Department's secretariat support section 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 members and collaborators of support and experimental groups. 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 Administrative Assistant, you will participate in the daily management of the secretariat office with special emphasis on information, communication and organizational duties.

 

You will:

 

• Act as first line support concerning the visiting physicists' queries in contact with relevant services inside and outside CERN.
• Provide administrative and secretarial services 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 in the update of the CERN databases and web sites, 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 absences.

 

Qualification required

Technical certificate or general secondary education in an administrative field, or equivalent.
 

Experience and competencies

The experience required for this post is:

 

• Demonstrated experience in an administrative service or secretariat, preferably in an international environment.
• A proven experience in the hospitality management field 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 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.

 

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 (link is external) 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 04.06.2017.

 

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.

Administrative Services Assistant (Records management), G-4. IFAD, Rome. Open until 11 April 2017

Administrative Services Assistant (Records Management)

Vacancy Announcement Number	1517
Date of Issue	28/03/2017
Deadline for Applications	11/04/2017
Organizational Unit	Administration Services
Level	G-4
Duty Station	ROME
Duration of Assignment	2 years fixed term (renewable)

Organizational context

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and  advocates at the local, national and international level for policies that contribute to rural transformation.
The Corporate Services Department (CSD) provides IFAD with human resources, administrative services, safety and security and information technology resources required to allow IFAD to meet its objectives of enabling rural people overcome poverty.
Within CSD, the Administrative Services Division (ADM) provides a series of critical user-oriented services including records management and archives to support the Organization core activities and facilitate day to day business operations in line with international accepted best practices.

Post's organizational accountability

Administrative Services Assistants are located in the Administrative Services Division (ADM) and typically work under the supervision of an Administrative Services Associate, Analyst or Specialist. Assistants at the G-4 level perform standardized work, categorized as process-oriented, requiring full knowledge and understanding of a body of formal rules, practices and procedures; the work may require on-the-job training in support work to specialized activities of the unit to which assigned. G-4 Administrative Services Assistants work with moderately complex systems, such as dedicated travel systems or standalone databases, or components of complex systems, such as PeopleSoft. This is the full working level for non-specialized administrative services support functions. Work involves a variety of transaction processing that requires the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, based on knowledge of standard practice and requiring a choice of methods to use or courses of action to take. Assistants at this level are expected to resolve routine questions and problems, referring only the most complex to higher-level staff. It also requires thorough knowledge of the related work in own office and general knowledge of similar work in other offices.
Under the overall guidance of the Manager, Administrative Services and direct supervision of the Records Management Officer, the incumbent will work in the Records Management Team (RMT) which has the overall responsibility of effective and consistent management of IFAD records as well as the efficient processing of incoming, outgoing and internal correspondence.
In particular, the focus of this position is on the provision of activities related to handling of paper and electronic records according to established records management policy and procedures. This role requires accuracy and high level of discretion and confidentiality for the proper distribution, classification, appraisal and retrieval of records.
Working under general supervision for the completion of standard tasks, the G-4 Administrative Services Assistant participates in all phases of the work process; s/he may receive specialized training and learning opportunities in support of workforce planning and career development.

Key results expected / Major functional activities

1. Determine distribution of incoming electronic and paper correspondence in accordance with the Correspndence Routing Index (CRI) and accurately process sensitive and confidential correspondence.
2. Appraise records in accordance with Records Management Policy.
3. Digitize paper records and capture them in the electronic records management system (ERMS).
4. Profile records in accordance with established procedures to ensure search and retrieval.
5. Provide reference service to clients for records retrieval.
6. Ensure that records management equipment is regularly maintained and assistance is provided when needed.
7. Act as backup for mailroom services.
8. Perform any other duties as required.

Impact of Key results / Key performance indicators

Impact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.

Representation / Work relationships

Impact of the work of the G-4 Administrative Services Assistant typically ensures the cost-effective, timely and accurate completion of team support processes which further impact on the work of colleagues and staff in other units or entities beyond the team to which assigned. Assistants at this level are fully competent in assigned processes and provide quality technical and/or procedural work. Therefore end products/actions reflect on the team reputation.

Competencies

Organizational

• Strategic thinking and organizational development : Personal influence
• Demonstrating Leadership: Personal leadership and attitude to change
• Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
• Focusing on clients: Focuses on clients
• Problem solving and decision making: Demonstrates sound problem solving and decision making ability
• Managing time, resources and information: Manages own time, information and resources effectively
• Team Work: Contributes effectively to the team
• Communicating and negotiating: Communicates effectively: creates understanding between self and others
• Building relationships and partnerships: Builds and maintains effective working relationships

Technical/Functional

• Training and experience using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint..
• Knowledge of IFAD administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors; ability to handle confidential information with discretion.
• Sense of initiative and good judgement.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

Minimum recruitment qualifications

Education:

• High school diploma is required.

Experience:

• At least three (3) years of progressively responsible experience in office support.
• Basic knowledge in records management/archives is required.

Language and other skills requirements:

• Excellent written and verbal communication skills in English.
• Knowledge of Arabic language (essential)
• Knowledge of French or Spanish language (desirable)

Other information

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD, and they may be assigned by him/her to any of the activities of IFAD, including field assignments and/or rotation within IFAD.

In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful

Shortlisted candidates will be required to take FAO English Language Test and obtain at least Level B and FAO Arabic Language test and obtain Level C unless mother-tongue.

Administrative Assistant. CERN, Meyrin. Open until 21 April 2016

Administrative Assistant/Assistant(e) Administratif(ve)

Play a key facilitating role at the heart of ALICE, one of the biggest physics experiment in the world. Join the secretariat and provide a seamless service to the many scientists coming from all over the world. Take Part!

Vous souhaiteriez jouer un rôle de facilitateur au coeur de la collaboration ALICE, l'une des plus grandes expériences de physique du monde ?Alors intégrez son secrétariat, et venez fournir un service optimal aux nombreux scientifiques de la collaboration, qui viennent du monde entier.Rejoignez-nous !
 

Job Reference: EP-AGS-SE-2016-31-LD

Publication date:

24/03/2016

Closing date:

21/04/2016

Introduction

Administrative Assistant in the Experimental Physics Department (EP), Administrative and Secretarial Support Group (AGS), Secretariat Support Section (SE). 

The Experimental Physics Department's secretariat support section is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties, including special contributions such as the organization of events or meetings.

You will join a multi-cultural team with a wide range of skills and expertise - providing administrative services to the physicists collaborating in the ALICE experiment. 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 a secretariat of a physics experiment, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication and organizational services.

 

You will:

 

• Act as first line support concerning the physicists' queries in contact with relevant services inside and outside CERN.
• Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.
• Prepare and follow-up of documentation and correspondence including their publication and circulation.
• Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information jn collaboration with the Office in charge of the visiting scientists and with the academic and research institutes to which they belong.
• Make sure that CERN's different rules and procedures are respected and correctly applied in different situations.
• Replace other assistants during their absences, if need be at short notice.

 

Qualification required

 

Technical certificate in the field of administration, 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 experience as member of a pool of an administrative service or secretariat, preferably in an international environment.
• Demonstrated experience in a front desk role.

 

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.
• 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:

 

• English or French: spoken and written, with the ability to understand and speak in professional contexts and/or to prepare, draft and/or translate accurate texts. The ability to understand and speak the other language in professional contexts would be an advantage.

 

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 (link is external) 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 21.04.2016.

 

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.

 

Read more about employment conditions (link is external)

 

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Introduction

Assistant(e) administratif(-ve) dans le département Physique expérimentale (PE), groupe Appui administratif et de secrétariat (AGS), section Appui de secrétariat (SE).

 La section Appui de secrétariat du département Physique expérimentale apporte un appui au département, aux expériences et aux groupes en réalisant des tâches administratives et des travaux de secrétariat. Les services fournis par le groupe consistent notamment à réaliser des tâches administratives générales, ainsi que des tâches spécifiques comme la participation à l'organisation de manifestations ou de réunions.

Vous rejoindrez une équipe multiculturelle possédant un large éventail de savoir-faire et de compétences, et fournirez des services administratifs aux physiciens collaborant à l'expérience ALICE. En outre, vous devrez faire en sorte que le flux d'informations circulant aussi bien à l'intérieur qu'à l'extérieur de votre environnement de travail immédiat soit de la meilleure qualité possible.

Vous aurez la possibilité d'élargir vos connaissances dans de nouvelles matières et de découvrir des domaines où l'excellence est le facteur essentiel. Vous pourrez bénéficier de formations spécialisées ainsi que d'un soutien dans l'évolution de votre carrière afin de renforcer vos compétences et de développer vos talents.
 

Fonctions

 

En tant qu'Assistant(e) administratif(ve) au sein du secrétariat d'une expérience de physique, vous rejoindrez une équipe d'assistants et participerez à la gestion quotidienne du bureau du secrétariat, tout particulièrement pour des fonctions d'information, de communication et d'organisation.

 

Vous devrez :

 

• Apporter un appui de première ligne aux demandes des physiciens, en assurant la liaison avec les services concernés aussi bien à l'intérieur qu'à l'extérieur du CERN.
• Fournir des services administratifs et de secrétariat liés à la planification et à la coordination de réunions et de manifestations.
• Assurer la préparation et le suivi de documents et de diverses correspondances, y compris leur publication et leur diffusion.
• Assurer la mise jour de documents papier et électroniques, de pages web, de dossiers partagés et d'archives afin de pouvoir fournir des informations à jour, en collaboration avec le bureau chargé des visiteurs scientifiques et avec les instituts universitaires et de recherche auxquels ils sont rattachés.
• Vérifier que les différentes règles et procédures du CERN sont respectées et appliquées correctement selon les situations.
• Remplacer les autres assistants pendant leurs absences, si nécessaire au dernier moment.

 

Qualifications requises

 

Diplôme technique dans le domaine de l'administration, ou équivalent*.

 

*Veuillez noter que la préférence sera donnée aux candidats possédant un diplôme dont le niveau correspond à celui qui est indiqué ci-dessus :les candidats au bénéfice d'une formation supérieure à ce niveau ne seront normalement pas pris en considération pour cette vacance d'emploi.

 

Expérience et compétences

L'expérience demandée pour ce poste est la suivante :

• Expérience démontrée comme membre d'une équipe dans un service administratif ou dans un secrétariat, de préférence dans un environnement international.
• Expérience démontrée à une fonction de réception.

Les compétences techniques demandées pour ce poste sont les suivantes :

• Service clients.
• Service de secrétariat.
• Archivage et gestion des archives : gestion de l'information et de la documentation scientifiques.
• Utilisation de progiciels de bureautique : la connaissance du logiciel SharePoint serait un atout.

Les compétences comportementales demandées pour ce poste sont les suivantes :

• Communiquer efficacement : avoir une approche proactive de la résolution des différends ; traiter les conflits de manière constructive.
• Faire preuve de responsabilité : présenter l'information de manière précise et objective ; travailler consciencieusement et sérieusement ; tenir ses engagements et préserver la confidentialité.
• Obtenir des résultats : avoir une approche structurée et organisée du travail ; être capable de fixer des priorités et de planifier des tâches en ayant en vue les résultats.
• Travailler en équipe : contribuer à favoriser une bonne ambiance au sein de l'équipe en adoptant une attitude positive et constructive ; traiter les problèmes.
• Faire preuve de flexibilité : s'adapter rapidement et efficacement à un changement de priorités ou de besoins.

Les compétences linguistiques demandées pour ce poste sont les suivantes :

• Anglais ou français parlé et écrit ; aptitude à comprendre et parler la langue dans un contexte professionnel et/ou à préparer, rédiger ou traduire des textes de façon correcte. L'aptitude à comprendre et parler l'autre langue dans un contexte professionnel serait un atout.

 

Conditions d'éligibilité

 

Le CERN considère la diversité et le caractère international de son personnel comme des valeurs essentielles et un facteur décisif de son succès. Nous encourageons les candidatures de ressortissants de tous les États membres sans distinction de sexe, d'âge, de handicap, d'orientation sexuelle, de race, de religion ou de situation personnelle.

 

Cet emploi sera pourvu dans les plus brefs délais et les candidatures devront en principe parvenir à l'Organisation au plus tard le 21.04.2016.

 

En postulant au CERN, vous autorisez l'Organisation à prendre votre candidature en considération pour tout autre poste qu'elle estime correspondre à votre profil. Veuillez mettre à jour votre dossier régulièrement en y ajoutant toute nouvelle information pertinente et informer le Service de recrutement si vous souhaitez que votre dossier soit retiré de la base de données.

 

Notes sur les conditions d'emploi

Nous offrons un contrat de durée limitée de deux ans. Les contrats de durée limitée prennent fin par défaut à leur date d'échéance.
Sous certaines conditions, les titulaires d'un contrat de durée limitée peuvent postuler pour des postes publiés en vue d'obtenir un contrat de durée indéterminée.

En savoir plus sur les conditions d'emploi

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

Administrative Assistant/Legal Documentalist, B2/B3. EUMETSAT, Darmstadt. Open until 26 September 2011

EUM/VN(11)14
Darmstadt, 15 August 2011
Original: English
VACANCY NOTICE
Administrative Assistant/Legal Documentalist
EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.
As an intergovernmental European Organisation, EUMETSAT has 26 Member States (Austria, Belgium, Croatia, Czech Republic, Denmark, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)
EUMETSAT is now inviting well qualified candidates from its Member States to apply for the following post in the Legal Affairs Division.
POST: Administrative Assistant/Legal Documentalist
LOCATION: Darmstadt, Germany

DURATION OF INITIAL CONTRACT: The initial contract will be for 4 years, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and programme requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

DUTIES: The mission of the Legal Affairs Division (LAD) is to provide a comprehensive, timely and reliable legal service to the Organisation, and to monitor, develop and implement EUMETSAT’s Data Policy.
The Administrative Assistant / Legal Documentalist will be responsible for the management and publication of all EUMETSAT legal documents and for the establishment of licences with users of EUMETSAT data. He/she will provide administrative support to the Legal Affairs Division as required.

The main duties of the post will be as follows:

Legal Documentation
To publish regular amendments of EUMETSAT Basic Documents (including electronic publication); To assist in amending and publishing the HTML-based EUMETSAT Directory of Instructions; To manage the EUMETSAT Director-General’s Decisions; To maintain the intranet pages of the Legal Affairs Division; To maintain an effective monitoring system to ensure that the precise status of all EUMETSAT legal documents is known at any given point in time.

Licensing
To establish licences with users of EUMETSAT data in accordance with the EUMETSAT Data Policy and to ensure timely renewal of all licences; To act as point of contact with Licensing Agents of EUMETSAT Member States; To act as point of contact with the EUMETSAT User Service Division for all licensing matters; To manage the invoicing and revenue related to the licensing activity within SAP; To draft regular licensing activity reports to Licensing Agents and EUMETSAT Delegate Bodies.

Administrative Support
To provide administrative support to the Legal Affairs Division, to deputise for the Legal Assistant and to act as backup Divisional Secretary as necessary; To maintain Divisional Working Practices related to the management of legal documents and to the licensing process; To draft documents and correspondence as necessary.

QUALIFICATIONS:
Full secondary education, preferably with some additional specialist training on documentation management; Proven administrative experience in a multi-lingual environment; Good experience in the use of MS Office applications, SAP and electronic document management systems; Additional experience in a document management or librarian field would be an advantage; Good interpersonal skills, attention to detail and a strong sense for team working are essential;

The official languages of EUMETSAT are English and French. Candidates should be fluent in English, and have a knowledge of French. Interviews will be conducted in English.
CLOSING DATE: 26 September 2011
Interviews are tentatively scheduled for week 45/2011.
Applications in English or French should be sent via our online form (attaching curriculum vitae and covering letter quoting Reference VN(11)14) at www.eumetsat.int
This post is graded B2/B3 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 2,906 per month, net of internal tax which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.
EUMETSAT is committed to providing an equal opportunities work environment for men and women.
Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT. EUMETSAT does not operate a nationality quota system but, in recruiting Staff members, the geographical distribution will be taken into account.