Departmental Administrative Officer (DAO)

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 commitment to diversity and inclusion, welcoming applications from all Member States and Associate Member States. CERN's mission is to advance knowledge and foster innovation in the fields of physics and engineering, making it a pivotal institution in the global scientific community.

Job Overview:
As the Departmental Administrative Officer (DAO) at CERN, you will serve as the right hand to the IPT Head, providing essential executive support and ensuring the smooth operation of departmental functions. Your role will involve managing complex agendas, including scheduling meetings, coordinating official travel, and handling communications with precision and discretion. You will act as a trusted point of contact for both internal and external stakeholders, maintaining professionalism in all interactions. Your responsibilities will also include drafting and reviewing official correspondence, reports, and presentations, as well as managing sensitive information in compliance with CERN's rules and procedures. Additionally, you will organize and coordinate meetings and events, supervise an administrative assistant, and support a diverse population of staff, graduates, and visitors upon their arrival at CERN. This position requires a proactive approach to administrative excellence and a commitment to fostering a collaborative and inclusive environment.

Duties and Responsibilities:

• Manage complex agendas, including calendars, meetings, and official travel arrangements.
• Act as a point of contact for internal and external stakeholders, ensuring professional and tactful communication.
• Draft and review official correspondence, reports, minutes, and presentations.
• Handle sensitive information with confidentiality and compliance with CERN's procedures.
• Organize and coordinate meetings and events, ensuring all logistical details are managed effectively.
• Supervise and mentor an administrative assistant within the IPT Head Office.
• Welcome and support a diverse population of staff, graduates, students, and visitors at CERN.
• Provide guidance on organizational rules and ensure their correct application.
• Support administrative processes related to budgets, projects, and personnel movements. 1
• Maintain a high level of customer service and responsiveness to the needs of the department.

Required Qualifications:
Candidates must possess a Bachelor's Degree or equivalent relevant experience in Business Administration or a related field. Additionally, candidates should have demonstrated experience in personal assistance at a top management level, showcasing the ability to handle sensitive information with tact and discretion. Proven experience in organizing meetings and events is also required, along with technical competencies in executive assistance, knowledge of administrative rules and procedures, and proficiency in office software packages. Strong customer service skills are essential for this role.

Educational Background:
A Bachelor's Degree in Business Administration or a related field is required for this position. Equivalent relevant experience may also be considered in lieu of formal education. Candidates should have a solid understanding of administrative processes and practices, as well as the ability to apply this knowledge effectively in a dynamic work environment.

Experience:
Candidates should have substantial experience in personal assistance, particularly at a top management level. This includes a proven track record of managing complex administrative tasks, handling sensitive information, and organizing high-level meetings and events. Experience in a scientific or research environment is advantageous but not mandatory.

Languages:
Fluency in spoken and written English is mandatory for this position. Candidates should also demonstrate a commitment to learning French, as it is beneficial for communication within the organization and with stakeholders.

Additional Notes:
This position offers a limited duration contract of 5 years, with the possibility of extension up to 8 years and eligibility for an indefinite contract tenure. The role requires full-time commitment with working hours set at 40 hours per week. The job is fully onsite at CERN in Geneva. The position is graded at levels 4-5, and a competitive, tax-free salary will be provided, increasing with relevant experience. Additional benefits include 30 days of paid leave per year, comprehensive health insurance coverage, family allowances, and a relocation package depending on individual circumstances. CERN values diversity and encourages applications from all backgrounds.