Administrative Assistant for Social Services

Administrative Assistant for Social Services (HR-DHO-SAS-2022-164-LD)

Geneva, Switzerland
Contract

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 http://home.cern.

Job Description
Introduction

Are you a dynamic administrative assistant with great organisational skills looking for a versatile position in an international environment? Do you have excellent communication skills in both English and French? Then join CERN's Social Affairs Service and make your contribution to the welfare of CERN members of personnel. Take part!

The Social Affairs Service is open to all members of CERN personnel (employed or associated), beneficiaries of the CERN Pension Fund, and members of their families. It offers information and advice to help individuals or groups solve or manage problems, in a variety of private and professional circumstances taking account of the specific nature of the Organization.

The Social Affairs Service is also a resource centre supporting the integration of internationally relocated (short-term or long-term) members of personnel and their family into CERN local area, and sometimes back into their country of origin.

The Service provides support in the areas of:

Life at work (work relations, concerns, departure from the Organization);
Health (consequences on job after an accident or an illness, quality of working life, old age and dependence);
Family life (childcare and education, marriage/partnership, divorce, bereavement) and
Personal administration when dealing with local authorities or other entities in case of difficulties.

Functions

As administrative assistant of the Social Affairs Service, and in collaboration with the two social workers and the head of service, you will:

Act as the first point of contact for service users:
Handle enquiries from people coming to the service in person or contacting it by telephone, e-mail, or tickets;
provide them with the required information or assistance or refer them to the appropriate person (within the service, at CERN or outside);
Liaise and follow up with the social workers.
Provide administrative support to the service and the two social workers in their activities:
Manage and update documentation on social and general matters;
Draft emails, letters, and case summaries to document specific topics;
Streamline and document procedures;
Develop and maintain the service webpages;
Coordinate the development and updating of information with a network of information sources and contacts within other bodies and services outside CERN.
Contribute to information and awareness-raising activities for the service users.

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

Experience:

Proven experience of administrative work in a team in an international environment;
Experience in a service welcoming, providing information to users and guiding them through procedures and administrative formalities;
Experience in providing specialised administrative support for a service.

Technical competencies:

Customer service;
Secretarial work;
Use of office software packages: word, Excel, Ticket service (e.g. Service Now) and Drupal (as an asset);
Diversity management: supporting the well-being and access to their rights of a population with a variety of cultural backgrounds and personal or professional situations.

Behavioural competencies:

Demonstrating accountability: maintaining confidentiality; using openness and honesty to interact constructively with others.
Communicating effectively: checking to ensure that the message has been well understood; ensuring that information, procedures and decisions are appropriately documented.
Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements; being able to deal with ambiguous or unpredictable situations.
Managing self: working well autonomously; taking on activities and tasks without prompting; taking initiative beyond regular tasks and making things happen.
Working in teams: understanding when teamwork is required to achieve the best results; including others accordingly and sharing information.

Language skills:

Spoken and written English and French: ability to understand, speak and write both languages in professional contexts.
Knowledge of other languages would be a plus.

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 10.01.2023.

Employment Conditions

Contract type: Limited duration contract (3 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.