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Job Ref:
4249

Job Title:
Administrative Assistant - Public Affairs

Salary:
$53,512 USD, plus benefits

Vacancy type:
Indeterminate

Term Details:
This staffing process may be used to create an eligibility list of qualified candidates for this position and for similar positions with various tenures, including indeterminate, term, assignment/ transfer, emergency, and acting opportunities at the Embassy.

Level:
Assistant

Classification:
LE-05

Location:
Embassy of Canada, Washington, D.C.

Closing date for applications:
08-01-2021 at 23:59 UTC/GMT

Summary of position:
Located within the Public Affairs section of the Washington Secretariat, the Administrative Assistant supports the Counsellor, Public Affairs, and the Public Affairs section. The Public Affairs section supports the Embassy’s efforts to promote and defend Canada’s interests in the United States by coordinating advocacy spending across the Embassy, supporting advocacy across the U.S. network, and creating advocacy materials and products (e.g. brochures, posters, videos etc).
The Administrative Assistant provides accounting and budgetary support; coordinates work related to contracts; prepares financial claims; processes invoices and bills; contributes to the oversight and review of budgets; maintains comprehensive knowledge of office routines, procedures and functions of program; researches and compiles data; supports events and tracks logistics; and provides front-line client services.
The Administrative Assistant provides and creates routine information and documentation; provides administrative services and support; responds to routine service requests; and performs other duties, as required.

Essential qualifications:
Candidates must demonstrate clearly how they meet the Language, Education and Experience requirements listed below. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.

Language:
English

Education:
A degree or diploma from an accredited university or college; or a secondary school diploma and an acceptable combination of relevant experience and training.
Experience:
• A minimum of two years of experience providing administrative support services in a government or corporate office environment or equivalent
• Experience in financial processes such as invoice payments, processing travel or hospitality claims, preparing financial agreements, etc.;
• Experience organizing the logistics surrounding events and visits; and
• Proficiency in Microsoft Office Suite, specifically Word and Excel.


Asset Qualifications:
• The ability to work in French would be an asset.

Organizational Needs:
-

Operational Requirements:
Candidates who meet the Language, Education and Experience requirements will be assessed on the following qualifications. The assessment may include: a written test, an interview, an in-basket exercise, and/or a skills test.

Knowledge:
• Knowledge of administrative and financial processes, such as record keeping, expense management, budget tracking, and the preparation of reports; and
• Knowledge of computer software, including Microsoft Office Suite specifically Word and Excel.

Abilities:
• Communicate effectively in English, both orally and in writing;
• Research, analyze and evaluate information effectively;
• Demonstrate attention to details;
• Plan and organize; and
• Prioritize work to meet multiple competing demands and deadlines.

Personal Suitability:
• Effective interpersonal skills;
• Sound judgment;
• Teamwork; and
• Integrity and respect.

Condition(s) of Employment:
• Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check;
• Independent work authorization in the United States and status in accordance with U.S. protocol directives for foreign missions (US Citizen, LPR, or specific visa categories as required by the Department of State for employment in a foreign mission); and
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region or country so that if selected, it will appear on the offer letter.

Area of selection:
This competition is open to applicants who are: • Persons living in the greater Washington Metropolitan area. • Employees of the Embassy of Canada in Washington, D.C. • Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance. • Spouses and dependents of Canada-based staff (CBS) at the Embassy of Canada in Washington, D.C.

Important Notes:
Selection Procedure:
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Failure to meet any of the essential requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for assessment of the Rated Requirements. The assessment may include an interview, a written test and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position. Reference checks will be sought for candidates who reach the interview stage and may form part of the selection process. Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required. Candidates who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder. Candidates requiring any special assistance in attending exams or interviews are requested to inform us prior.

The Embassy offers a competitive salary plus leave and health benefits package. Leave includes paid vacation, sick, and family/personal leave. Health packages covers medical, dental, disability, and retirement. Other benefits include prime work location in proximity to Metro, standard 37.5-hour work week, on-site parking, on-site gym with cardio and weight room, and on-site cafeteria. The Embassy promotes work-life balance and offers a dynamic and healthy work environment
The Embassy is committed to conducting inclusive, barrier-free selection processes. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

Method of application:
Applications will only be considered when received through our online portal.
See link below.
Please note - the closing time for accepting applications is 6 pm Eastern Time (local Washington, DC time)


Hours of work:
Normal hours of work for this position are in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent may be required to work overtime as needed.

Due to the situation with COVID 19, many employees with the Embassy are currently teleworking. As the Embassy moves through its reopening phases, and based on the requirements of this position, the incumbent may be required to work on site at the Embassy. Once the Embassy returns to normal operations, the incumbent will be expected to work from the Embassy, as required.



For more information about this position please open the following documents:



Sorry, this vacancy is closed.

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