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 a rigorous administrative assistant with a mindful mastery of multitasking? Are you interested in supporting Members of the Personnel of the largest physics laboratory on earth? We are looking for a dynamic person with an eye for detail and strong interpersonal skills to join our Personnel Records team. CERN, take part!

You will join the “Records and Cards” section in the HR Department ( https://hr-dep.web.cern.ch/): our Records Office oversees contractual decisions and all related administrative actions, and our Cards Service takes care of the French and Swiss legitimation cards as well as visa requests for Members of the Personnel and their families.

Functions

As an Administrative Assistant in the “Records and Cards” section, reporting to the Section Leader, within a team of six people, you will:

• Ensure the daily tasks of registration, establishment of personnel contracts, contract amendments and attestations for Members of the Personnel, requiring the application of the Organizations’ relevant regulations and procedures, and record all the relevant and accurate information into Oracle Human Resources (OHR) database.

• Act as an contact person inside and outside CERN including face-to-face contact with people, answer email and telephone queries, as well as service desk tickets.
• Prepare and maintain documentation related to internal procedures; contribute to improving and streamlining HR administrative processes.
• Organise and manage, as Departmental Space Manager (DSM), works, removals and moves, order furniture.
• Contribute to processing the requests (initial, extension and cancellation) for the CERN Host state French and Swiss work and residence permits for all members of personnel and their families, whenever required.
•  Support other colleagues as required.

Qualifications

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

 

Experience:

• Proven experience of administrative work, in an international environment.
• Demonstrated experience in the interpretation and application of rules and procedures.

Technical competencies:

• Customer service.
• Archiving and records management.
• Use of office software packages.
• Secretarial work.

Behavioural competencies:

• Working in Teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues. Seeking to help other team members when own work is done; supporting others.
• Achieving Results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind. Being rigorous and producing quality results at first attempt.
• Managing Self: working well autonomously; taking on activities and tasks without prompting. Remaining objective, focused and productive in a stressful environment; focusing on solutions rather than problems.
• Communicating Effectively: checking to ensure that the message has been well understood. Listening actively to others and letting others speak. Ensuring that information, procedures and decisions are appropriately documented.
• Demonstrating Flexibility: adapting quickly and resourcefully to shifting priorities and requirements. Readily absorbing new techniques and working practices; proposing new or improved ways of working.

Language skills:

Very good knowledge of either English or French, written and spoken. A good knowledge of the other language.

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 20.05.2024 at 23:55.

Employment Conditions

Contract type: Limited duration contract (3 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Job grade: 3-4

Job reference: HR-CBS-RC-2024-58-LD

Benchmark Job Title: Process/Services Assistant

Please make sure you have all the documents needed to hand as you start your application, as once it is submitted, you will not be able to upload any documents or edit your application further