Introduction

Great technology needs great people! Are you a self-motivated administrative assistant with strong organizational skills and customer-service oriented? Join the Planning, Administration & Safety (PAS) Group in the Engineering (EN) department and provide a seamless administrative assistance service to one of the Groups and their respective Group Leader in the EN department. CERN, take part!

Functions

As Administrative Assistant in the Planning, Administration & Safety Engineering Group, you will participate in the daily management of a Group Secretariat with special emphasis on information, communication and organizational services.

You will:

• Welcome members of the personnel upon their arrival at CERN;
• Provide information and ensuring application of the Organization’s rules and procedures;
• Process confidential information in the form of e-mails, letters, procedures, presentations;
• Seek and receive official information, provide assistance for document drafting, translations, edit, proofread, follow-up, distribute, archive and update by using the appropriate tools. Provide administrative support for the review of procurement documentation;
• Provide personal assistance to the group leader (management of the agenda, support for administrative matters, data collection and pre-analysis, minutes preparation, follow-up of actions, meetings organization and logistics);
• Assist the group members as required, in particular provide administrative support and advice to all categories of members of personnel (upon arrival, departure and throughout their appointment) of the Department and contribute to the smooth operation of the administration;
• Organise official duty trips and events (conferences, workshops, etc.);
• Take care of the group website content management;
• Provide administrative support to the contract technical manager;
• Replace other assistants during their absences.

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

Experience:

• Proven experience as a personal assistant in an international or industrial environment.
• Demonstrated experience in multi-tasking as first line administrative support.
• Demonstrated experience in the interpretation and application of rules and procedures.
• Proven experience in using a diverse set of office computing tools and in maintaining and archiving data and documents.
• Demonstrated experience in proof reading of technical papers.
• Experience in administrative support of procurement would be an asset.

Technical competencies:

• Customer service
• Text editing and proof-reading
• Knowledge of administrative rules and procedures
• Use of office software packages: in particular, MS Office, web page editors and archiving tools
• Archiving and records management
• Specification and follow-up of financial aspects of contracts: (financial and administrative aspects)

Behavioural competencies:

• Demonstrating Accountability: 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
• Communicating Effectively: providing others with timely information
• Working in Teams: building and maintaining constructive and effective work relationships
• Managing Self: working well autonomously; taking on activities and tasks without prompting

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 / proofread and / or accurately translate texts in both languages.

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 23:55 CET 28 June 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.

These functions require:

• A valid driving licence is required.

Job grade: 3-4

Job reference: EN-ACE-2022-91-LD

Benchmark Job Title: Personal/Team Assistant