Administrative Assistant for Internal Justice Secretariat

Job Posting Organization:
CERN, the European Organization for Nuclear Research, is a leading scientific research organization established to probe the fundamental structure of the universe. Founded in 1954, CERN employs thousands of physicists and engineers who work collaboratively to explore the basic constituents of matter using the world's largest and most complex scientific instruments. The organization operates in multiple countries and is known for its groundbreaking contributions to particle physics and technology, fostering an environment of innovation and collaboration.

Job Overview:
The position of Administrative Assistant within the Internal Justice Secretariat (IJS) at CERN involves providing essential administrative support to facilitate the smooth organization and documentation of appeals and disciplinary proceedings. This role requires close coordination with the Registrar and support for the Chairs and Deputy Chairs of the boards. The successful candidate will manage the end-to-end processing of case files, ensuring compliance with CERN's legal framework and confidentiality requirements. The role is pivotal in maintaining accurate electronic case files, monitoring deadlines, and preparing procedural documents, thereby ensuring that all administrative processes are executed efficiently and effectively. The Administrative Assistant will also serve as a point of contact for various stakeholders, responding to queries and assisting with reporting and documentation needs.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a comprehensive set of duties including: providing administrative support to the Registrar, Joint Advisory Appeals Board (JAAB), and Joint Advisory Disciplinary Board (JADB); managing the processing of case files from registration to closure; registering and tracking incoming submissions and correspondence; maintaining secure electronic case files; monitoring deadlines and flagging delays; preparing and circulating procedural documents; supporting hearings and meetings through scheduling and documentation; acting as a point of contact for boards and members; responding to queries regarding procedures; assisting with reporting and statistics; and handling general administrative tasks related to personnel formalities.

Required Qualifications:
Candidates must possess a Bachelor's degree or equivalent relevant experience in Paralegal studies or a related field. Extensive experience in providing administrative support to internal justice boards or committees is essential. The ideal candidate should have a solid understanding of administrative rules and procedures, particularly in handling confidential information and ensuring compliance with data protection standards. Strong organizational skills and the ability to work within established procedures are critical for success in this role.

Educational Background:
A Bachelor's degree in a relevant field such as Paralegal studies, law, or administration is required. Equivalent experience in a related area may also be considered acceptable, provided it demonstrates the necessary skills and knowledge for the position.

Experience:
Candidates should have extensive experience in administrative support roles, particularly within internal justice frameworks or similar environments. Experience in organizing meetings and hearings, managing formal correspondence, and maintaining secure electronic files is crucial. Familiarity with compliance and procedural timelines is also necessary, along with a proven track record of handling sensitive information responsibly.

Languages:
Fluency in both spoken and written English and French is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is a limited duration contract for 5 years, with the possibility of extension up to 8 years and eligibility for an indefinite contract thereafter. The role requires full-time commitment with a standard working hours of 40 hours per week. The job is fully onsite at CERN in Geneva. The organization offers a competitive salary that is tax-free, along with comprehensive health insurance, paid leave, and various allowances depending on individual circumstances. A relocation package is also available for eligible candidates.