Administrative Assistant

Job Posting Organization:
CERN, the European Organisation for Nuclear Research, is a leading scientific research organization 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 is known for its groundbreaking research in particle physics and operates in multiple countries, with a diverse workforce that reflects its commitment to inclusivity and collaboration.

Job Overview:
The Administrative Assistant position is integral to the Records and Cards Section of the Compensation and Benefits Group within CERN's HR Department. This role requires a detail-oriented individual who can manage multiple tasks efficiently while providing support to the Personnel Records team. The successful candidate will be responsible for ensuring the accurate registration and management of personnel contracts, amendments, and attestations, while also serving as a point of contact for HR-related inquiries. The role involves maintaining documentation, processing visa requests, and contributing to the improvement of HR administrative processes. The ideal candidate will thrive in a dynamic environment and be committed to delivering high-quality service to CERN's personnel.

Duties and Responsibilities:
As an Administrative Assistant, your primary responsibilities will include:

• Managing daily tasks related to the registration and establishment of personnel contracts, including amendments and attestations, ensuring compliance with CERN's regulations and procedures.
• Accurately recording all relevant information into the Oracle Human Resources (OHR) database.
• Acting as an HR contact person for internal and external stakeholders, addressing queries via face-to-face interactions, emails, and service desk tickets.
• Preparing and maintaining documentation related to internal HR procedures.
• Assisting in processing visa requests for personnel and their families.
• Contributing to the enhancement and streamlining of HR administrative processes.
• Participating in testing and implementation of new HR Information Systems as required.
• Providing backup support to colleagues as necessary.

Required Qualifications:
Candidates must possess a higher administrative diploma or equivalent relevant experience in administration or a related field. Proven experience in administrative roles, particularly in international environments, is essential. Additionally, candidates should demonstrate experience in interpreting and applying organizational rules and procedures. Technical competencies required include customer service skills, archiving and records management, proficiency in office software packages, and secretarial services. Behavioral competencies include a structured approach to work, teamwork, self-management, effective communication, and flexibility in adapting to changing priorities.

Educational Background:
A higher administrative diploma or equivalent qualification in administration or a related field is required for this position. This educational background should provide the foundational knowledge necessary for effective performance in administrative tasks and responsibilities.

Experience:
Candidates should have proven experience in administrative work, particularly in an international context. This experience should include familiarity with the interpretation and application of organizational rules and procedures, as well as a demonstrated ability to manage administrative tasks effectively in a dynamic environment.

Languages:
Fluency in spoken and written English or French is mandatory, with a commitment to learning the other language. This bilingual requirement is essential for effective communication within CERN's diverse workforce and for addressing the needs of personnel from various backgrounds.

Additional Notes:
The position is a limited duration contract for three years, with the possibility for holders of such contracts to apply for indefinite positions under certain conditions. The role requires a commitment of 40 hours per week and is classified at job grade 3-

• The job reference for this position is HR-CBS-RC-2025-114-LD. CERN emphasizes diversity and encourages applications from all Member States and Associate Member States, reflecting its commitment to a diverse and inclusive workforce.