Administrative Talent Pool

With organisational changes on the horizon, HR has decided to create a voluntary “talent pool” for administrative roles. The aim is to create a pool of interested colleagues who would like to be considered for new positions or internal movements that may arise as part of CERN’s reshaping under new leadership.
How?
Click on Join the Administrative Talent Pool below, and you will be asked to fill some information via our internal recruitment system SmartRecruiters. 
Only members of HR-PXE team (i.e. HR Advisers (HRAs)) will have access to the talent pool. Through screening questions (i.e. questions in the application form to better understand your aspirations), you’ll be able to express your role preferences, and your HRA will work closely with you to discuss your aspirations and any constraints you may have. Once a new opportunity matches your skills, you will be asked if you want your profile to be shared with the hiring manager. It’s a personalized approach to ensure the best fit for your future growth!. 

The talent pool will remain active until mid-2026. After this period, it will be closed—so don’t miss this unique opportunity to be in the driver’s seat of your career.
Join the Administrative Talent Pool. 
More information and FAQs are available: https://hr.web.cern.ch/internal-mobility

Functions

Administrative positions at CERN are numerous and diverse, depending on the Organizational unit, you may undertake a various range of activities, and this may include:

General administration and secretariat

  • Welcome members of the personnel upon their arrival at CERN;
  • Provide information and ensuring consistent application of the Organization’s rules and procedures;
  • Answer queries on personnel and administrative matters (leave, changes related to life and career events, etc.);
  • Take care of administrative formalities: arrival, departure, travel arrangements, expense claims, reimbursements etc. in accordance with CERN Staff rules and regulations;
  • Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.

Knowledge management and communications

  • Process confidential information in the form of e-mails, letters, procedures, presentations;
  • Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information;
  • Seek and receive official information, provide assistance for document drafting, translations, edit, proofread, follow-up, distribute, archive and update by using the appropriate tools. Provide administrative support for the review of procurement documentation;
  • Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation;
  • Contribute in the update of the databases and the web sites of CERN and the Experiment(s), in collaboration with the CERN Users' Office and collaborating Institute.

General assistance to the organisational unit

  • Provide personal assistance to the leader of the organizational unit (management of the agenda, support for administrative matters, data collection and pre-analysis, minutes preparation, follow-up of actions, meetings organization and logistics);
  • Assist the members as required, in particular provide administrative support and advice to all categories of members of personnel (upon arrival, departure and throughout their appointment) of the organizational unit and contribute to the smooth operation of the administration;
  • Organise official duty trips and events (conferences, workshops, etc…);
  • Liaise and collaborate with internal services and units in other Departments;
  • Replace other assistants during their absences and perform other duties as it may be assigned.

Other administrative activities related to specific roles

  • Financial, planning and/or procurement activities, such as: prepare financial indicators to monitor the progress of the expenses; perform budget updates in CERN financial tools, and/or provide support in the budget follow-up of large projects;
  • Human Resources and personnel administration activities, such as process requests according to CERN HR procedures, ensure a reliable back office for all staff-related HR actions and queries and/or act as a contact person for HR matters;
  • Events and communication activities, such as the organisation of public events and seminars according to CERN rules and procedures, producing public reports and outreach material and/or manage websites and social media;
  • Logistic activities, such as contribute to the smooth execution of the logistics operations, develop and conduct the logistics and activity plan and/or manage the provision and distribution of goods.