Tag Archives: Switzerland

Job: Interim Head of Records and Archives

8/29/17 – Interim Head of Records and Archives Section
World Intellectual Property Organization (WIPO), Records and Archives Section, Conference and General Services Division, Administration and Management Sector, Geneva, Switzerland
Grade – P4
Contract Duration – 1 year

Application deadline : 10-Sep-2017, 9:59:00 PM
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local date and time.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
 

  1.  Organizational Setting

The position is located in the Records and Archives Section of the Conference and General Services Division, Administration and Management Sector
The Section is responsible for the development and implementation of policies and procedures governing the creation, management, protection and preservation of WIPO’s organizational records; and for managing the WIPO archive. The Section also administers the daily registration, distribution and tracking of official correspondence (excluding transactions relating to WIPO’s global IP registration systems). The role of the Section is evolving to include wider participation in the development of cross-cutting knowledge management strategies and good practices to support WIPO’s business needs.
Purpose Statement
The Head of Section will lead the Section for up to two years through a transitional period of changing roles and requirements in this area. The Head will work with the Director of the Division to deliver policies and initiatives that strengthen records management as well as wider knowledge management at WIPO, including in the context of the introduction of an integrated Enterprise Content Management (ECM) system.
Reporting Lines
The incumbent works under the supervision of the Director of the Conference and General Services Division.

  1.  Duties and responsibilities

The incumbent will perform the following principal duties:
(a)      Review – and develop proposals to improve – internal business-processes, systems, resources, policies and practices in relation to WIPO’s record management objectives.
(b)      Oversee the implementation and use of records management-related digital capabilities in the roll-out of WIPO’s new ECM system, ensuring consistency with business and user needs.  Collaborate with the ECM project teams to support the ongoing integration of the system within WIPO’s wider information management framework.
(c)      Provide expert advice to WIPO managers and staff, leveraging knowledge of records and archive management and technologies to encourage best practice across the Organization.
(d)      Deliver training, capacity-building and awareness-raising activities for WIPO staff to help build a systematic records management culture. Educate staff in the use of the ECM system for records management and wider knowledge management purposes, fostering appropriate changes in working practices. Review and continue to improve guidance and information materials for staff, including on the Intranet.
(e)      Work with internal stakeholders to ensure that records management-related tools are kept up-to-date, comply with relevant policies, and are communicated and used effectively, including Records Retention Schedules, the Records Management Classification scheme and business unit File Plans.
(f)       Assist the Director of the Division in the development and implementation of an Organization-wide strategic roadmap to strengthen knowledge management at WIPO as a means of enhancing organizational performance. Identify and promote examples of existing knowledge management good practices within the Organization. Develop new initiatives to help foster a knowledge-sharing culture.
(g)      Manage the operational work of the Section, determining priorities and allocating resources for the timely and quality delivery of outputs in accordance with the annual work-plans and WIPO’s results-based management framework.
(h)      Manage and supervise the staff of the Section; provide regular feedback on performance, identify training needs and build capacity to meet evolving needs; cultivate good cooperation and teamwork amongst colleagues within and outside the Section.
(i)            Perform other related duties as required.
 

  1.  Requirements

Education
Advanced university degree in the field of information management, records and archives management, knowledge management or related subject.  A first-level university degree plus another two years of relevant experience in addition to the experience requested below may be taken in lieu of the advanced university degree.
Experience
At least nine years relevant professional experience, including experience of archives and records management in an international organization.
Experience of promoting and managing change from paper to digital records management processes.
Experience of developing and implementing knowledge management initiatives.
Desirable
Experience and knowledge of the OpenText Content Suite platform.
Languages
Essential: Excellent knowledge of English.
Desirable: Good knowledge of French.
Job-related competencies
Essential
Mastery of digital records management tools and capabilities within an Enterprise Content Management (ECM) system.
Strong people and resource management skills.
Strong change management skills, with the proven ability to champion and drive change.
Strong analytical and problem-solving skills, including analysis of requirements, processes and workflows.
Excellent presentation skills, with the ability to communicate and advocate for records management best practices with diverse audiences.
High level of client-orientation.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Desirable
Project management skills.
 Organizational competencies
Communicating effectively.
Respecting individual and cultural differences.
Showing team spirit.
Managing yourself.
Producing results.
Embracing change.
Respecting ethics and values.
 
WIPO Managerial Competencies

  1. Creating a stimulating work environment.
  2. Planning and managing resources.
  3. Promoting change, innovation and learning.
  4. Building and promoting partnerships.
  5. Leading WIPO to the future.

 

  1.  Information

Annual salary:
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances.  The figures quoted below are based on the August 2017 rate of 78.3%
 

P4
Annual salary       $70,647
Post adjustment       $55,317
Total Salary       $125,964
Currency USD

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Additional Information
Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
 

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Job: Records Management Consultant

7.18.17 –  Records Management Consultant
WIPO Headquarters Geneva, Switzerland
Name of unit/sector: Records and Archives Section, Conference and General Services Division
Expected duration of assignment: 5 months full-time equivalent (Possibility of extension to be determined)

Open until 20 July 2017


1. Objective of the assignment

The Records Management Consultant will work with the Records and Archives Section (RAS), Conference and General Services Division, and the IT Enterprise Architecture Division (EAD) to strengthen the management of records and archives at WIPO in the context of an ongoing project to implement an Enterprise Content Management (ECM) system using the OpenText Content Suite. The Consultant will support the development and adoption by WIPO business units of good records management (RM) practices consistent with business needs and with a strengthened internal regulatory framework for records and archives management.
The Consultant will also support RM-related communication linked to the ECM project, and will assist RAS, EAD and the project team in consultations on relevant issues with the ECM external implementing partner.

2. Responsibilities

Under the supervision of Records and Archives Section, review existing and proposed elements of the RM framework for consistency with best practice standards and with WIPO’s business needs; identify gaps and propose solutions.
Support a smooth transition to records and archives management in the OpenText ECM environment by assisting WIPO business units to develop their filing plans; to improve the management of their own records and archives; to understand the use of the OpenText ECM system for records lifecycle management; and to implement records retention schedules.

3. Deliverables/services

Deliverables and services will be provided in three overlapping phases.

Phase 1 – RM framework

a. Review of the following elements of the RM framework for consistency with best practice standards, with WIPO’s business needs, and ECM integration; identify gaps and propose solutions:
• The updated WIPO Records and Archives Policy
• WIPO RM Classification Scheme
• Consolidated Records Retention Schedule
• FAQs and practical guidance for publication on the Intranet
Phase 2 – ECM “subprojects” 
For each business unit involved in the first three ECM subprojects (i.e. those scheduled for roll-out in 2017), the Consultant will:
a. Assist  managers and records administrators to modify their filing plans consistent with business needs and with WIPO’s overall RM Classification scheme;
b. Mentor managers and records administrators on the practical application of lifecycle records management, including:
i) File new records correctly and consistently using the unit’s filing plan;
ii) Identify any business-specific classifications for inclusion in the RM Classification;
iii) Identify business-specific metadata to be added at the filing plan folder level or to individual records;
iv) Inventory existing business unit information holdings:
• identify records as distinct from non-record information;
• note security and handling requirements;
• verify the accuracy of document types listed in the unit’s records retention schedule and the inventory of items transferred by the unit to archives;
• identify records to be migrated to the OpenText Content Server;
v) Implement disposition actions, including the “Sort” action, before migration;
vi) Recommend modifications to existing records retention schedules, if needed;
vii) Monitor and report on activities, and document observations;
viii) Identify opportunities to save costs; simplify and enhance processes, systems and documentation; and recommend changes; and
ix) Identify legal, regulatory, information security, records management or software issues requiring resolution, and refer for advice or action as needed.
Phase 3 – Preparation for Organization-wide roll-out of ECM records management capabilities 
a. Recommend changes in resource levels, if any, on the basis of documented observations, monitoring reports and experience gained in subprojects 1 through 3;
b. (Time permitting) assist selected managers and records administrators to modify existing filing plans consistent with business needs and the RM Classification scheme.
4. Reporting 
The ICS Contractor will report to the Head, Archive Unit, Records and Archives Section under the overall management of the Acting Director, Conference and General Services Division, and will liaise closely with the ECM project team in EAD.

5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Essential:
a. University degree in a relevant discipline
b. At least 6 years of relevant professional experience as a records manager or archivist in an electronic environment;
c. Knowledge of the OpenText Content Suite or similar ECM systems; and
d. Ability to communicate fluently in English.

Strongly Desirable:

a. Ability to communicate fluently in French;
b. Experience performing a similar role on an ECM project;
c. Experience of developing and implementing records and archives management best practices in an organization.

6. Duration of contract and payment

We expect the deliverables and services, as listed in 3, above, to be completed within 5 months (by end 2017) in line with the projected delivery of the first three ECM sub-projects by the external implementation contractor.  The possibility of extending the contract will be reviewed after 3 months.
Payment will be effected on a Time Material basis with a monthly time sheet.
Applicants are requested to provide an indication of their remuneration expectations in Swiss francs.
ICS contractors fall outside the coverage of employment contracts for WIPO Staff members and are not subject to the WIPO Staff Regulations and Rules. The contractor has no entitlement to vacation or sick leave, except for WIPO official holidays, or to medical insurance or staff pension. Absences from work will be deducted from the contractor’s payment on a pro-rated basis.

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Job: Records and Archives Expert

7.13.17 –  Records and Archives Expert
Bank for International Settlements, Basel, Switzerland

Purpose of the job:
We are looking for a Records and Archives Expert to manage the Bank’s physical archives and digital records in accordance with the applicable document and information management regulations and objectives. The successful candidate will ensure that the Bank’s historically valuable documents and current records are preserved and organised to the highest standards possible. This requires the conceptual development, implementation and maintenance of an efficient and secure electronic archiving environment, including long-term preservation and disposal, within the framework of the Bank’s existing information management systems. The role also responds to internal requests and oversees the provision of an external research service.
Qualifications and skills:

  • We are looking forward to meeting candidates with university degree in records management or archiving, in information management, or an equivalent professional qualification.
  • The ideal candidate has experience in managing archives repositories, with proven track record working with born-digital or digitised materials. He/she has a qualification in project management, business process analysis and specifically in electronic records management and archiving system. Experience working with external researchers is desirable.
  • He/she is an excellent team player, with good communication and interpersonal skills; is able to work independently to tight deadlines; is a self-starter; has absolute discretion in treating confidential and restricted information; has strong customer orientation and strong analytical skills; has a  hands-on, practical approach; is prepared to work occasional overtime if required; has a good understanding of specific records and archives management issues, including internal and external user research requirements; has a knowledge of relevant international standards and familiarity with electronic document and records management systems (EDRMS) and cataloguing tools.
  • The successful candidate is proficient in English. Additional knowledge of German and/or French is a plus.

Work experience:
At last five years of relevant job experience in electronic records management and managing physical archives.
The BIS’s head office is located in Basel, Switzerland, with representative offices in Hong Kong SAR and Mexico City. We are able to recruit globally, regardless of nationality, and offer competitive employment packages. The BIS employs staff on both open-ended and fixed-term contracts. However, all new entrants are initially recruited on a fixed-term basis. The BIS is fully committed to equal opportunity employment and strives for diversity among its staff. We encourage applications from female candidates.

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Job: Lower School Librarian

4.11.17 –  Lower School Librarian
Zurich International School, Switzerland
Sarah P’s comments: Another position in Switzerland with overall good reviews though it is noted that the cost of living is high.
 
The Zurich International School is an independent day school in the Greater Zurich Area. We offer a well rounded curriculum in English to approx. 1500
students from all over the world, aged 3 to 18 years.

Qualifications

Applicants must have at least 2-3 years of previous experience in a pertinent
subject area/discipline, preferably at an international school. Teaching
certification is required for all positions.

Applicants must furnish evidence of:

  • Teaching license including specialism
  • BA / BSC or equivalent university degree
  • Integration of technology into curriculum
  • Leads and organizes the work of other library
    staff and/or student volunteers;
  • develops and implements an effective plan for providing an information
    literacy program and a collection of resources which promotes the
    philosophy, goals, and objectives of the school, and meets curriculum
    needs
  • assists students in identifying, locating, and interpreting information
    required for research purposes
  • offers teachers assistance in using information resources and
    incorporating information literacy skills in the classroom curriculum
  • encourages independent reading by students by providing library
    materials appropriate to a variety of student interests, ability levels, and
    ethnic origins.

Please forward application online on:  www.zis.ch

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Job: Librarian/ Technology Integrationist

4.11.17 –  Librarian/ Technology Integrationist
International School of Lausanne, Switzerland
Sarah P’s comments:  An established school in a good location with good reviews.  Closing April 17th so if interested, apply soon.
From 1 August 2017
Qualifications and Qualities Desired

  • A recognized teaching qualification at graduate or post-graduate level
  • Ideally three years’ proven teaching success
  • Knowledge of and a commitment to the educational philosophies of the International
  • Baccalaureate programmes and the ISL Mission and Aims
  • Ability to plan, deliver and evaluate lessons which stimulate and motivate students to learn
  • Strong interpersonal skills
  • Understanding of and sensitivity to cultural variance
  • Commitment to excellence in education
  • Adaptability, flexibility, dynamism and a sense of humour
  • Comfortable with high expectations of students, colleagues and a professional parent community
  • Excellent ICT skills and a knowledge of their effective use to support pedagogy
  • Commitment to self-reflection and CPD

Preference will be given to a candidate with work experience in an international environment.
For further details, please refer to the job description.
To apply please submit the following documents to Schrole:

  • a covering letter
  • a full CV/résumé with photograph
  • statement of educational philosophy
  • details of four professional referees

Closing date: Monday 17 April 2017
Please note: Only shortlisted candidates will be contacted and invited for interview.

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Internships: Archivists (2)

2.2.17 – Archives Interns
The International Federation of Red Cross and Red Crescent Societies (IFRC), Geneva, Switzerland
Date of issue:02-02-2017

Closing date (Geneva time zone):16-02-2017
Duration:3 months each position

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

Archives contribute to the organization in three main ways. They foster and facilitate: 1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again. 2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source. 3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.

Job Purpose

The Federation is looking to hire two archival studies students for 13 weeks to work on archival arrangement and description projects. The projects will be suitable for students going into the second year of archives studies. The students must be able to read French, as some of the records are only in French. The students will have to work fairly independently, and often with limited supervision.

Job Duties and Responsibilities

– Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives.
– Arrange and describe the records, and enter the descriptions into a database.
– Assess the physical condition of the records and identify those requiring conservation treatment.
– Re-box and re-file the records.

Education

Completion of first year of archival studies.

Experience
Knowledge, skills and languages

Must be able to read French. Ability to speak French is useful but is not essential.

Competencies and values

Accountability Professionalism Teamwork Communication Innovation

Comments

Successful candidates could start April 24th or May 1st.

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Job: Information Management Officer

1.20.17 –  Information Management Officer
The Bank for International Settlements (BIS), Basel, Switzerland
 
The Bank for International Settlements (BIS) is an international organisation promoting global monetary and financial stability and serves as a bank for central banks. The BIS’s head office is located in Basel, Switzerland, with representative offices in Hong Kong SAR and Mexico City. We recruit globally, regardless of nationality, and offer competitive employment packages.
We are looking for an Information Management Officer to join our Records & Archives team. The selected candidate will share responsibility for centralised records and archives management at the BIS, will support business areas in efficient management of records, using appropriate tools and applying relevant policies, and will promote quality assurance and work process improvements.
Principal accountabilities:

  • Ensure the timely processing (registration, scanning, distribution, filing) of business correspondence (mail, fax, e-mail) and internal records, in line with applicable policies and using the Bank’s supporting systems.
  • Monitor, improve and promote across the Bank records’ quality against agreed standards, including the timely disposal of obsolete records.
  • Support the business areas in records management-related matters and, in collaboration with the Information Governance Group, promote Bank-wide guidelines on confidentiality, retention, classification and access permissions.
  • Provide user support for the Bank’s various records management related IT tools.
  • Maintain the Bank’s paper and electronic files securely and in good order, ensuring that they can be searched and accessed in line with applicable regulations and restrictions.
  • Catalogue records managed by the BIS Archive, using the Bank’s cataloguing system.
  • Assess the physical condition of records and carry out reconditioning activities; assist with space management and moves.
  • Respond to research requests and make arrangements for visitors to consult the BIS
  • Archive in accordance with established procedures.
  • Foster continuous improvement in the operational practices associated with document and records management.

Qualification:

  • Relevant diploma, degree or post-secondary qualification in records management, information management or related fields, or
  • Equivalent professional experience in document management or records and archives management with knowledge of relevant international standards

Skills:

  • A hands-on and practical approach
  • Attention to detail and accuracy
  • A sound understanding of information management and office collaboration needs
  • Experience in working with and administration of computer applications, including an electronic document management system and automated scanning; knowledge of cataloguing systems is desirable
  • Absolute discretion in treating restricted and confidential information
  • An excellent team player, with good communication and interpersonal skills
  • Prepared to work shift hours and occasional overtime if required
  • Proficiency in English, with a good knowledge of German. Additional knowledge of another of the BIS’s working languages (French, Italian, Spanish) a plus

Work experience:

  • At least three years’ experience in a records or archives management function

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Job: Open Science Librarian

10.20.16– Open Science Librarian (European Projects)
CERN, Geneva, Switzerland
Please note, only applicants with a valid visa to work in the EU can be considered for this position.
The closing date for applications is 31 October 2016. We expect to hold interviews via Skype in the week of November 7th.
As part of LIBER´s work to connect and represent research libraries we initiate and participate in strategic and innovative European projects. All of our projects relate, in one way or another, to Open Science.
Do you have a research background? Are you familiar with the issues addressed in these projects — Open Science, including Open Science Training, Research Infrastructures and Scholarly Communications? Are you experienced in project management, engagement, training and translating technical themes to the greater public? Then we invite you to apply.

The Role

The post-holder will be responsible for the planning and organisation of duties listed in the project descriptions of work which have been assigned to LIBER. Experience in Project Management is essential, as is a proven track record in presenting science-related topics to non-experts.

Duration and Working Hours

The appointment is full-time, and will be for a 23-month contract.

Salary

Salary will be on Scale 10: minimum €2,579 to maximum €4,089 gross per month (full-time), plus a vacation allowance of 8% and a December allowance of 8.33%. LIBER has an excellent pension scheme, as set out in the Collective Labour Agreement for Research Institutes.

Further Details

Further details about the position are available here.
For an informal discussion regarding the position please contact LIBER EU Projects Manager melanie.imming@kb.nl
To apply for this position please submit a CV and covering letter outlining your eligibility for, and interest in, this position to melanie.imming@kb.nl. Use ‘OPEN SCIENCE OFFICER’ in the subject line.
 

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Job: Open Science Librarian

6.1.16 – Open Science Librarian
CERN, Geneva, Switzerland
Sarah P’s comments:  To be eligible to apply for this position you must be a citizen of the 21 CERN countries. Thank you librarian Daisy Larios for shairng this position. I always appreciate anyone notifying me of any open positions as there is only me writing this blog (in my spare time!) and I know I miss some opportunities…
 

The THOR project is financed by the European Commission H2020 program. It focuses on the Technical and Human Infrastructure for Open Research. It started in June 2015 and will run through November 2017. It is a cooperation of CERN, the British Library, ORCID, DateCite, Dryad, EMBL-EBI, PANGAEA, Australian National Data Service (ANDS), PLoS and Elsevier.
THOR builds on the DataCite and ORCID initiatives to uniquely identify scholarly artefacts (beyond articles: such as data and software) and attribute them to researchers through `persistent identifiers’. THOR project partners aim to support Open Science by facilitating, discovery and re-use of scientific artefacts, and deploy enhanced metrics to assess their impact. THOR partners design and deploy services both in general, across the ORCID and DataCite infrastructures, and in partnership with data repositories and emerging publishers’ solutions as well as concrete examples in High-Energy Physics (at CERN), Humanities and Social Sciences, Life Sciences and Geosciences. More information about the THOR project can be found here.

Job Reference: FELL-EINFRA-THOR-2

Publication date:

23/05/2016
Closing date:

20/06/2016
Role Description

CERN participates to THOR through the Scientific Information Service within the Research and Computing Sector. The team is searching for an early career professional with a background in Library and Information science, an interest in persistent identifiers and metadata requirements for Open Science.
The successful candidate will join the team working on Open Science services for the High-Energy Physics community, including the CERN Open Data portal (link is external)INSPIRE (link is external) and HEPData (link is external). In collaboration with all THOR partners, the successful candidate will participate to the design and delivery of services to uniquely identify scholarly artefacts in the field (such as data, but also software) across several platforms through persistent identifiers, and attribute them uniquely to researchers by using the ORCID services. The successful candidate will collaborate with the entire international and multidisciplinary THOR team and contribute to R&D for interoperability solution across scientific communities.
Eligibility conditions:

  • BSc or MSc in Library and Information Science and an exposure to Open Science principles.
  • A maximum of 4 years relevant experience after obtaining the highest diploma
  • First-hand experience in one or more of the following: research data management, persistent identifiers, metadata requirements.
  • Interest and experience in software development lifecycle and/or usability studies are an asset.

The position is within the Junior Fellowship Programme. We welcome applications from nationals of all Member States irrespective of gender, age, disability, sexual orientation, race, religion or personal situation.

Documents required

Applications should include:

  • a completed electronic application form;
  • your Curriculum Vitae;
  • a copy of the last (highest) qualification;
  • a motivation letter;
  • two letters of recommendation to give as broad as possible overview of your academic and/or professional achievements.
What We Offer

  • Attractive remuneration under CERN Fellow employment contract (stipend scale for Junior Fellows is 5165CHF – 6413CHF).
  • Excellent social conditions including pension, private health insurance, family allowance.
  • More information on the CERN Fellowship program is available here.
Selection Procedure

  • Applications will be considered by a panel of experts after the deadline.
  • As part of the selections, video interviews may be held.
  • The starting date of the contract would be as soon as possible. In any case, the contract will end no later than 30 November 2017 to coincide with the end of the THOR project.
  • For more information please contact cern-thor@cern.ch (link sends e-mail)

 
As an Intergovernmental Organization (IGO), CERN is funded primarily through contributions from its twenty-one Member States, Associate Member States, and one Candidate for Accession to Membership.  Accordingly, as is standard for IGOs, CERN recruits its Staff Members, most of its Fellows and the participants in its Student Programmes from nationals of these countries.
The following 21 countries are Member States of CERN:
Austria Belgium Bulgaria the Czech Republic Denmark
Finland France Germany Greece Hungary
Israel Italy the Netherlands Norway Poland
Portugal the Slovak Republic Spain Sweden Switzerland
the United Kingdom

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Job: Administrative Assistant (Archives)

4.14.16 –  Administrative Assistant (Archives)
CERN, Meyrin, Switzerland
Job Reference: EP-AGS-SE-2016-31-LD
Publication date:  24/03/2016

Closing date:   21/04/2016
Play a key facilitating role at the heart of ALICE, one of the biggest physics experiment in the world. Join the secretariat and provide a seamless service to the many scientists coming from all over the world. Take Part!
Vous souhaiteriez jouer un rôle de facilitateur au coeur de la collaboration ALICE, l’une des plus grandes expériences de physique du monde ?Alors intégrez son secrétariat, et venez fournir un service optimal aux nombreux scientifiques de la collaboration, qui viennent du monde entier.Rejoignez-nous !

 

Introduction

Administrative Assistant in the Experimental Physics Department (EP), Administrative and Secretarial Support Group (AGS), Secretariat Support Section (SE). 

The Experimental Physics Department’s secretariat support section is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties, including special contributions such as the organization of events or meetings.
You will join a multi-cultural team with a wide range of skills and expertise – providing administrative services to the physicists collaborating in the ALICE experiment. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard.
You will have the opportunity to broaden your knowledge in new areas, and discover domains where excellence is the key driving factor. Specific training is available, as well as support for professional development to foster your skills and develop your talents.
Functions

As an Administrative Assistant in a secretariat of a physics experiment, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication and organizational services.
You will:
  • Act as first line support concerning the physicists’ queries in contact with relevant services inside and outside CERN.
  • Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.
  • Prepare and follow-up of documentation and correspondence including their publication and circulation.
  • Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information jn collaboration with the Office in charge of the visiting scientists and with the academic and research institutes to which they belong.
  • Make sure that CERN’s different rules and procedures are respected and correctly applied in different situations.
  • Replace other assistants during their absences, if need be at short notice.
Qualification required

Technical certificate in the field of administration, or equivalent.
*Please note that preference will be given to candidates with the above-mentioned qualifications: In principle consideration will not be given to applications from people with higher qualifications.
Experience and competencies

The experience required for this post is:
  • Demonstrated experience as member of a pool of an administrative service or secretariat, preferably in an international environment.
  • Demonstrated experience in a front desk role.
The technical competencies required for this post are:
  • Customer service.
  • Secretarial service.
  • Archiving and records management: scientific information and document management.
  • Use of Office software packages: knowledge of sharepoint software would be an advantage.
The behavioural competencies required for this post are:
  • Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively.
  • Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality.
  • Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
  • Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
  • Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
The language competencies required are:
  • English or French: spoken and written, with the ability to understand and speak in professional contexts and/or to prepare, draft and/or translate accurate texts. The ability to understand and speak the other language in professional contexts would be an advantage.
Eligibility conditions

Employing a diverse and international workforce is a CERN core value and central to our success. We welcome applications from all Member States (link is external) irrespective of gender, age, disability, sexual orientation, race, religion or personal situation.
This vacancy will be filled as soon as possible, and applications should normally reach us no later than 21.04.2016.
By applying here, you allow CERN to consider your application for any position it considers relevant with respect to your profile. Please ensure you update your profile regularly with any relevant information and that you inform the recruitment service if you wish your file to be removed from the database.
Note on Employment Conditions:We offer a limited-duration contract for a period of 2 years. Limited-duration contracts shall terminate by default on their date of expiry. Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

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