Administrative Assistant (HR-SA-2026-197-LD)

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.

Introduction

The CERN Staff Association (SA) is committed to promoting the welfare of CERN personnel through a wide range of services and initiatives. Among these is the Jardin des Particules (JDP), an early childhood education and childcare facility located at CERN, welcoming children from 4 months to 10 years old.

We are looking for an experienced Administrative Assistant to play a central role in the day-to-day administration and management of the Jardin des Particules. This is a varied position combining human resources administration, financial management and operational coordination within a Swiss employment framework.

If you enjoy taking ownership of diverse administrative responsibilities, have solid knowledge of Swiss employment administration and thrive in an international environment, then join the CERN Staff Association and contribute to an essential service for the CERN community.

Functions

As an Administrative Assistant in the CERN Staff Association, you will report directly to the Presidents of the Staff Association and work closely with the Management Committee of the Jardin des Particules, external service providers and the Staff Association Secretariat.

Your primary responsibility will be to ensure the efficient administrative, human resources and financial management of the Jardin des Particules.

Behavioural competencies

- Working in Teams: gaining trust and collaboration from others.
- Communicating Effectively: ensuring that information, procedures and decisions are appropriately documented.
- Demonstrating Accountability: working conscientiously and reliably; delivering on promises.
- Building Relationships: relating well to all people regardless of category/level within the Organization.
- Demonstrating Flexibility: adapting quickly and resourcefully to shifting priorities and requirements.

Language skills

- Spoken and written both English and French.

Responsibilities

Managing the full administrative lifecycle of JDP employees, including recruitment administration, employment contracts, amendments, onboarding and departures.; Coordinating payroll administration with the external fiduciary and ensuring the accuracy of salary-related information.; Managing personnel administration in accordance with Swiss employment legislation, including social insurance, pension schemes (LPP), employment contracts, leave management and other statutory obligations.; Acting as the main administrative contact for JDP staff on employment-related matters.; Monitoring the JDP budget, processing invoices and payments, maintaining accounting records and supporting financial reporting.; Performing financial monitoring and analysis to support sound budget management.; Liaising with external partners including the fiduciary, insurance providers and public authorities when required.; Preparing communication and promotional material for the Jardin des Particules and supporting its visibility within the CERN community.; Contributing to the continuous improvement of administrative and financial processes.; In addition, you will provide occasional support to the Staff Association Secretariat by welcoming visitors and responding to general enquiries.

Requirements

Technical Certificate or General Secondary Education or equivalent relevant experience in the field of Administration, Human Resources, Accounting, Finance or a related field.; Demonstrated experience managing employment administration under Swiss labour legislation, including employment contracts, payroll administration, social insurance, occupational pension schemes (LPP) and other statutory employment obligations.; Proven experience in administrative, HR and financial administration within a small or medium-sized enterprise (SME) in Switzerland.; Experience working with external fiduciaries or payroll providers would be an asset.; Experience in an international or multicultural environment would be an advantage.; Secretarial work.; Use of office software packages.; knowledge of accounting software, such as Crésus, would be an asset.; Accounting, budget monitoring and financial control.; Administration of employment contracts and personnel records under Swiss employment legislation.

Benefits

A competitive salary (tax free), increasing in line with your years of relevant experience.; 30 days of paid leave per year plus 2 weeks annual closure.; Coverage by CERN’s comprehensive health insurance scheme (for yourself, your spouse and children), and membership of the CERN Pension Fund.; Family, child and infant monthly allowances depending on your individual circumstances.; A relocation package (installation grant, removal, travel expenses) depending on your individual circumstances.; Possibility to extend your contract up to 8 years + eligibility for indefinite contract tenure.