Group Administrative Officer (EP-AGS-SE-2024-151-LD)

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

Join a secretariat in the Experimental Physics Department and provide a seamless service to the many scientists coming from all over the world. CERN, take part!

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 collaborators of scientific communities of an LHC 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 Group Administrative Officer in the secretariat support Section, 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,
• 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 databases and the web sites of CERN and the Experiment(s), in collaboration with the CERN Users' Office and collaborating Institutes,
• Provide administrative support for the follow-up of financial matters related to orders and payments of various nature,
• 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 of the section during their absences, depending on the needs of the Organisation.

Qualifications

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

Experience:

Demonstrated experience in an administrative service or secretariat in an international environment.

Technical competencies:

• Secretarial work,
• Archiving and records management: scientific information and document management,
• Use of office software packages: MS Office.
• Customer service: experience with coordinating meetings and events, a strong plus.
• Use of and web content management system such as WordPress or similar, is an advantage.

Behavioural competencies:

• Working in Teams:
  • Contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues,
• Communicating Effectively:
  • Demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively,
  • Providing others with timely information,
• Demonstrating Flexibility:
  • Adapting quickly and resourcefully to shifting priorities and requirements,
• Demonstrating Accountability:
  • Presenting information accurately and objectively,
  • Working conscientiously and reliably; delivering on promises,
  • Maintaining confidentiality.

Language skills:

Spoken and written English: ability to understand and speak in professional contexts as well as the ability to prepare/draft accurate texts (level C1 minimum).

Spoken and written French: ability to understand and speak in professional contexts (level B1 minimum).

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 13.11.2024 at 23:45 CET.

Employment Conditions

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

Job grade: 3-4

Job reference: EP-AGS-SE-2024-151-LD

Benchmark Job Title: Personal/Team Assistant

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