Job: Administrative Assistant (Archives)

4.14.16 –  Administrative Assistant (Archives)
CERN, Meyrin, Switzerland

Job Reference: EP-AGS-SE-2016-31-LD
Publication date:  24/03/2016

Closing date:   21/04/2016

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 !

 

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.

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