Administrative Clerk

Job Advertisement

Position Title: Administrative Clerk
Location: Geneva
Country: Switzerland
Deadline Date: 21st February 2025 at 23:59 PM (midnight) CET

Job Details

Job Posting Organization:
CERN, the European Organization for Nuclear Research, was established in 1954 and is one of the world's largest and most respected centers for scientific research. The organization employs thousands of staff members and operates in multiple countries, focusing on understanding the fundamental structure of the universe through particle physics. CERN is known for its commitment to diversity and inclusion, which is integral to its mission and success.

Job Overview:
The Administrative Clerk position within the Administration and Resources Group (AR) of the Accelerator Systems (SY) Department at CERN involves a variety of administrative tasks aimed at supporting the department's operations. The role requires close collaboration with the department and technical groups, as well as interfacing with other specialized services within CERN, such as Human Resources and the CERN service desk. The successful candidate will be responsible for managing administrative support for personnel onboarding and departures, processing travel reimbursements, coordinating personnel contracts, and handling documentation related to job shadowing requests and departmental inventory. This position is crucial for ensuring smooth administrative operations within the department and requires a rigorous and structured approach to work, as well as the ability to build and maintain effective working relationships.

Duties and Responsibilities:

• Provide administrative support for arriving and departing Members of Personnel, including preparation and coordination of monthly departmental onboarding meetings.
• Manage the preparation and processing of travel reimbursements for newcomers and departing personnel, ensuring compliance with various contractual conditions.
• Coordinate departure formalities for personnel, ensuring all necessary documentation is completed.
• Oversee personnel contract coordination and follow-up, including extensions, terminations, and resignations, while handling related documentation.
• Support departmental job shadowing requests for students and manage subsistence payments for trainees.
• Assist with departmental inventory management and registration of external visitors.
• Participate in regular SY-AR meetings and utilize various CERN tools and databases.
• Handle confidential personal data with discretion and in accordance with CERN policies.

Required Qualifications:
Candidates must be nationals of a CERN Member or Associate Member State. By the application deadline, applicants should have a maximum of two years of professional experience since graduation in Administration or a related field. The highest educational qualification required is a general secondary education diploma. It is important to note that applicants who have previously held a CERN fellow or graduate contract are not eligible for this position. Additionally, candidates with a Bachelor's, Master's, or PhD degree are also ineligible.

Educational Background:
The minimum educational requirement for this position is a general secondary education diploma. This indicates that candidates should have completed their secondary education and possess the foundational knowledge necessary for administrative tasks. Higher educational qualifications, such as a Bachelor's, Master's, or PhD, disqualify candidates from applying for this role.

Experience:
The position requires candidates to have a maximum of two years of professional experience in Administration or a related field since their graduation. This experience should ideally involve administrative tasks that demonstrate the candidate's ability to manage responsibilities effectively and efficiently within a professional setting.

Languages:
Fluency in both English and French is mandatory for this position. This bilingual requirement is essential for effective communication within the diverse environment at CERN, where both languages are commonly used. Proficiency in additional languages may be considered an asset but is not explicitly required.

Additional Notes:
The contract duration for this position is 24 months, with the possibility of extension up to a maximum of 36 months. The working hours are set at 40 hours per week, and the target start date for the position is 01-May-202

• A valid driving license is also required for this role. The job reference for this position is SY-AR-2025-6-GRAE. The compensation includes a monthly stipend of 4624 Swiss Francs (net of tax), coverage by CERN's comprehensive health scheme for the employee and their family, and various allowances depending on individual circumstances. Employees are entitled to 30 days of paid leave per year, and there are opportunities for on-the-job training and formal training at CERN, including in-house language courses for English and/or French.