Contents
1. Role
The Industrial Liaison Officer (ILO) role is defined in the CERN Financial Rules as:
The term 'Industrial Liaison Officer' means a representative of a CERN Member state responsible, inter alia, for ensuring the proper contacts and flow of information between CERN and the firms in the Member state concerned.
The ILO shall comply with the CERN code of conduct and where an ILO has to exercise his/her discretion as between CERN and a third party, the ILO shall do so properly and fairly. The ILO in giving his/her opinion shall at all times endeavour to act objectively and impartially.
The ILO shall ensure that potential suppliers and contractors in his/her country are provided with equal access to the information provided by CERN.
2. Statute
ILOs are considered as representatives of their national industry and cannot therefore be CERN staff1. They are not considered as Member State delegates to the Council or Finance Committee unless they have specifically been given that role.
3. Appointment
Member State delegations can appoint one ILO. Appointments must be confirmed in writing to CERN's Director of Administration and General Infrastructure.
Member State delegations are also entitled to appoint an Assistant ILO with the same rights and obligations as ILOs. The mandate of an Assistant ILO terminates at the same time as the mandate of the ILO.
4. Tasks
ILOs shall support and work in accordance with CERN’s Procurement Rules, which have as objectives to:
- guarantee that contracts fulfill all the technical, financial and delivery requirements;
- keep overall costs for CERN as low as possible ;
- achieve balanced industrial return for the Member States and Associate Member states.
In particular, ILOs shall:
- raise awareness and transmit information to potential suppliers and contractors about forthcoming market surveys and calls for tenders to be issued by CERN;
- advise CERN about potential suppliers and contractors in their countries that could be interested in bidding for a price enquiry or to reply to a market survey;
- keep themselves informed about CERN’s procurement rules;
- advise potential suppliers and contractors on any general technical, organisational and procedural aspects of CERN;
- promote the registration of potential suppliers and contractors from their countries in CERN’s supplier data base;
- promote exchange of information and meetings between CERN and potential suppliers and contractors;
- encourage long-term participation of industry in CERN’s mission.
5. Facilities
5a. Access to CERN
After acknowledgement of receipt of the appointment letter by the Director of Administration and General Infrastructure, Industrial Liaison Officers are requested to contact the IPT Department Administration to initiate the registration process. Access Cards and car stickers can be obtained from the Registration Service. They can also be requested via the Service Portal.
Industrial Liaison Officers will receive a CERN card of type ‘A’ valid up to five years maximum and an annual CERN vehicle sticker (both renewable). These documents are valid for access to the offices and laboratories (excluding Gate E, the tunnel connecting the two sites and the areas under controlled access2).
Industrial Liaison Officers will be provided with a CERN computing account, required to access CERN PCs and services such as those listed in section 4e. Usage of a CERN computing account requires the acceptance of CERN's Computing Rules and completion of an online computer security course.
The expiry date for which is shown on the access card, must be kept valid and therefore renewed before expiration in order to maintain the access rights assigned.
5b. Offices
CERN provides, free of charge, an office (510-R-014) and a conference room situated next to the office. The office is equipped with four office desks, cupboards, PCs with a network connection (WIFI available too), a printer, a photocopier, a telephone line (Tel. +41 22 767 4147) to be used exclusively for communications inside CERN and for relations with the Member State represented by the Industrial Liaison Officer concerned.
The office is fitted with an electronic lock, which you will be able to access using your CERN card. You will need to renew your access every 30 days, or during subsequent visits by using the access control reader in building 500 - more info here (final point 3.4).
5c. Housing
Accommodation in the CERN Hostel is available for Industrial Liaison Officers.
5d. Transport
Industrial Liaison Officers are not entitled to the use a CERN car, but are free use the CERN Shuttle Service. Various shuttle services are available around the CERN site, as well as a regular service to and from the airport.
5e. Access to purchasing information
Industrial Liaison Officers have access to a range of information via the IPT Department and Procurement Group websites. In addition, they have access to the following (non-exhaustive) list of services:
- Suppliers Database permits the searching, listing, registration and modification of firms in the Member State represented by the Industrial Liaison Officer concerned;
- ILO Info provides information about the results of Market Surveys, Price Enquiries and Calls for Tenders;
- e-Tendering provides copies of Price Enquiry, Market Survey and Call for Tender documents, and where applicable lists of participating firms in the Member State represented by the Industrial Liaison Officer concerned;
- CERN's Annual Reports on Purchasing.
5f. Relations with Host State authorities
In the case that an Industrial Liaison Officer is resident in one of the Host States, he/she must ensure that the State’s rules concerning residence, work permits, taxes and social security are complied with.
5g. Communication
To facilitate easy communication to and between Industrial Liaison Officers, the Council Secretariat maintains an email mailing list, the address for which is fc-ilo@cern.ch.
By default your CERN computing account will be added to this list, allowing you to send to and receive emails from the group using the email address associated with your account. If you wish to email the group using a different email address, i.e. one which is not associated with your CERN computing account, please contact the Council Secretariat.
6. Further information
6a. CERN contacts
Council Secretariat: B. van der Stichelen
Email: Council.Secretariat@cern.ch
Tel. +41 22 767 2834
IPT Department Administration: C. Hartley (Head of Department)
Email: Christopher.Hartley@cern.ch
Tel. +41 22 767 4207
CERN Hostel
Email: Foyer.Hostel@cern.ch
Tel. +41 22 767 4481
Host States Relations Service
Email: relations.secretariat@cern.ch
Tel. +41 22 767 2848
Exhibitions and visits of firms: M. Morer-Olafsen
Email: Merethe.Olafsen@cern.ch
Tel. +41 22 767 8568
6b. Updating your contact details
If you need to update the contact details published for you please contact Council Secretariat and IPT Department Administration.
1 Or former staff member, unless authorization is obtained from the Director-General.
2 For access to the tunnel and the areas under controlled access they should be accompanied by a Staff Member.
