Administrative Assistant (SMB-SSL-2020-103-LD)
European Council for Nuclear Research (CERN)
Location: Geneva (Switzerland)
Occupations: General Support
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Job Description

Company Description

At CERN, the European Organization for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature. Find out more on

Job Description


Great science needs great people: contribute your customer service and organizational skills to this objective! CERN, take part!

The successful candidate will join the Site Management and Buildings (SMB) Department, which is responsible for maintaining and renovating the Organization's structures and infrastructures, operating the technical services of the tertiary structures and infrastructures, providing general services and guaranteeing the security of people and property on the sites.

Within the SMB Department, the Site Services and Logistics (SSL) Group provides the CERN community with high standard campus experience and optimal industrial logistics by offering complete rationalized, efficient, and controlled services.


Within the Site Services and Logistics (SSL) Group, you will:

  • Provide administrative support to the Group (~30 staffs, ~230 contractors):
  • Welcome various categories of members of the personnel (group members, visitors, contractors, etc.) upon their arrival at CERN;
  • Provide information and ensuring application of the Organization’s rules and procedures, notably by handling multiple administrative formalities (e.g. recording leave absences and personnel movements, reimbursement of travel expenses, etc.);
  • Process information in the form of e-mails, letters, minutes, procedures, presentations;
  • Seek and receive official information, providing assistance for document drafting, editing, proof-reading, follow-up, distribution, archiving, updating, in particular for contract management and follow-up;
  • Provide assistance to the other secretariats of the department as required.
  • Provide frontline support for CERN installation service (diplomatic privileges, removals, green plates)
    • Welcome staff benefiting from the service, provide advice and register requests;
    • Follow-up request with back-office service;
    • Provide weekly reporting.
  • Provide operational assistance to the different services of the Group:
    • Process purchase requisition and material requests;
    • Prepare internal invoicing between services;
    • Execute ad-hoc operational procedures.


Technical certificate or general secondary education or equivalent relevant experience in the field of administration or a related field.


  • Proven experience in a variety of administrative and support tasks for a large unit, preferably in a front-line, fast-paced and international environment dealing with services;
  • Experience in editing, proofreading of documents as well as in taking minutes.

Technical competencies:

  • Use of office software packages.
  • Customer service.
  • Secretarial work.
  • Text editing and proof-reading.

Behavioural competencies:

  • Managing self: remaining objective, focused and productive in a stressful environment; focusing on solutions rather than problems; handling uncertainty and ambiguity calmly and effectively; taking initiative beyond regular tasks and making things happen.
  • Demonstrating flexibility: readily accepting new tasks or work/projects; adapting quickly and resourcefully to shifting priorities and requirements; actively participating in the implementation of new processes and technologies.
  • Communicating effectively: providing others with timely information; ensuring that information, procedures and decisions are appropriately documented; demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively.
  • Working in teams: building and maintaining constructive and effective work relationships; working well in groups and readily fitting into a team; participating fully and taking an active role in team activities; seeking to help other team members when own work is done; supporting others.
  • Building relationships: understanding how individual differences bring added value to the Organization; promoting complementarities.

Language skills:

  • Spoken and written English and French: ability to understand and speak both languages in professional contexts as well as the ability to prepare/draft accurate texts in both languages.

Additional Information

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 11.10.2020.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Job grade: 3-4

Job reference: SMB-SSL-2020-103-LD

Benchmark Job Title: Personal/Team Assistant

About CERN

At an intergovernmental meeting of UNESCO in Paris in December 1951, the first resolution concerning the establishment of a European Council for Nuclear Research (in French Conseil Européen pour la Recherche Nucléaire) was adopted.Two months later, an agreement was signed establishing the provisional Council – the acronym CERN was born.Today, our understanding of matter goes much deeper than the nucleus, and CERN's main area of research is particle physics. Because of this, the laboratory operated by CERN is often referred to as the European Laboratory for Particle Physics.

Physicists and engineers at CERN use the world's largest and most complex scientific instruments to study the basic constituents of matter – fundamental particles. Subatomic particles are made to collide together at close to the speed of light. The process gives us clues about how the particles interact, and provides insights into the fundamental laws of nature. We want to advance the boundaries of human knowledge by delving into the smallest building blocks of our universe.

The instruments used at CERN are purpose-built particle accelerators and detectors. Accelerators boost beams of particles to high energies before the beams are made to collide with each other or with stationary targets. Detectors observe and record the results of these collisions.Founded in 1954, the CERN laboratory sits astride the Franco-Swiss border near Geneva. It was one of Europe's first joint ventures and now has 23 member states.