Administrative Assistant

Job Posting Organization:
CERN, the European Organization for Nuclear Research, is a leading scientific research institution established to probe the fundamental structure of the universe. It employs physicists and engineers who utilize the world's largest and most complex scientific instruments to study the basic constituents of matter. CERN's mission is to advance knowledge in the field of particle physics and to foster collaboration among scientists from various disciplines. The organization has a diverse workforce and operates in multiple countries, promoting an inclusive environment that values diversity as a core principle since its inception.

Job Overview:
As an Administrative Assistant in the Accelerator Systems Department (SY) at CERN, you will play a crucial role in supporting the effective planning and administration of one of the largest technical departments within the organization. Your responsibilities will include coordinating key administrative and resource management activities, working closely with the Departmental Planning Officer and Administration Officer, as well as collaborating with colleagues across CERN. This position requires a proactive approach to administrative support, ensuring compliance with CERN's rules and procedures while maintaining accurate records and documentation. You will also be involved in workforce planning and personnel administration, contributing to the overall efficiency and effectiveness of the department's operations.

Duties and Responsibilities:
Your primary duties will include coordinating departmental administrative activities to ensure efficient service delivery, supporting workforce planning and personnel administration throughout the employee lifecycle, and maintaining accurate planning, personnel, and budget information. You will prepare reports and analyses to support informed decision-making, manage departmental documentation and information systems, and provide proactive administrative support to managers and colleagues. Additionally, you will contribute to the continuous improvement of administrative processes and support service continuity across the administrative team, ensuring that all activities align with CERN's strategic objectives.

Required Qualifications:
Candidates must possess a higher administrative diploma or equivalent relevant experience in administration or a related field. Proven experience in administrative work within a team, preferably in an international environment, is essential. Familiarity with planning, budgeting, or resource management activities is also required. Technical competencies include personnel and material resources planning, knowledge of administrative rules and procedures, and proficiency in office software packages, particularly advanced Excel. Strong secretarial skills are also necessary for this role.

Educational Background:
The ideal candidate should have a higher administrative diploma or equivalent qualifications that demonstrate relevant experience in administration or a related field. This educational background is crucial for understanding the complexities of administrative processes and effectively supporting the department's operations.

Experience:
Candidates should have proven experience in administrative roles, ideally within a team setting and in an international context. Experience in supporting planning, budgeting, or resource management activities is highly desirable, as it will enable you to contribute effectively to the department's objectives and ensure compliance with organizational standards.

Languages:
Fluency in spoken and written English or French is mandatory, with a commitment to learn the other language being a requirement. This bilingual capability is essential for effective communication within the diverse environment at CERN.

Additional Notes:
This position is offered as a limited duration contract for 5 years, with the possibility of applying for an indefinite position subject to certain conditions. The working hours are set at 40 hours per week, and the job offers hybrid flexibility. The job grade is classified as 3-4, and the reference for this position is SY-AR-2026-167-LD. The role falls under the Support Services field, specifically in Finance, HR, Legal, and Procurement. CERN offers a competitive, tax-free salary that increases with relevant experience, along with 30 days of paid leave per year plus 2 weeks of annual closure. Employees are covered by CERN's comprehensive health insurance scheme and have access to a pension fund. Additional benefits include family allowances, a relocation package, and the possibility of extending the contract up to 8 years.