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Job Ref:

Job Title:
Consular Clerk

Starting Annual Salary 227,047 HKD per annum plus thirteenth (13th) month bonus equivalent to one month of the base salary

Vacancy type:

Term Details:
This position is a LES (Locally Engaged Staff) staffing, subject to the Terms and Conditions of Employment for LES in the Consulate General of Canada in Hong Kong & Macao



Consulate General of Canada in Hong Kong and Macau

Closing date for applications:
02-05-2021 at 23:59 UTC/GMT

Summary of position:
The position is a clerical support- level position for the consular program at mission. Provides clerical support to the consular and/or passport program and/or citizenship in a mission. This includes making photocopies, destroying files, preparing the waiting room before clients arrive as well as preparing reports, letters and other documents. Provides passports related administrative/clerical tasks for the mission such as opening passport applications, creating files, processing fees, receiving mail and picking-up documents. Maintains files, lists, databases, and appropriate records on all consular assistance cases and produces routine reports. Verifies passport applications to ensure completeness/authenticity of documentation proving Canadian citizenship, consulting the current list of ineligible persons to ensure passport entitlement prior to issuance. Receives, tracks and answers incoming passport enquiries received via email, phone, fax, in person and mail, which includes forwarding passports and citizenship application forms in response to requests and informing clients of the reception of their passports. Also provides mail services by collecting and recording mail-in as well as organizes and manages office supplies. Maintains and updates information in systems, which includes the Registry of Canadian Abroad to manage and control the passport filing system, the Inventory Program of PMP/COSMOS to enter the serial numbers of all passport control items and CAMANT to enter all necessary data related to the processing of citizenship applications. Performs other duties as assigned.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

• Graduation from a recognized university with a bachelor degree

• Ability to communicate fluently in English (reading, writing and speaking);

• Minimum of 3 years work experience in an office environment;
• Experience using a computer, word processing and spreadsheet software, electronic mail and other web-based applications in an office environment;
• Experience working in a client-service environment, including the delivery of courteous and effective in-person service;

Rated Requirements:
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

• Knowledge of general office procedures and practices;

Abilities / skills:
• Ability to take direction and follow instructions;
• Ability to work effectively in a high pressure environment;
• Ability to communicate clearly, orally and in writing;

• Display initiative, professional integrity and sound judgment;
• Strong interpersonal skills;
• Adaptability and flexibility;
• Focus on client service.

Asset Qualifications:
Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.
• Completion of a graduate degree program will be considered an asset;
• Proficiency (reading/writing/speaking) in French;
• Experience working within a government environment.

Organizational Needs:

Operational Requirements:
• Hours of work: Mondays-Thursday: 08:15 to 17:15;
• Fridays: 08:15 to 12:45;
• Hours of work are subject to change;
• Must be able to work overtime on short notice on occasion; and
• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends);
• Ability and willingness to travel occasionally;
• Ability and willingness to travel, including internationally.

Condition(s) of Employment:
Conditions of Employment (must be met):

• Successful candidates must possess a valid work authorization or otherwise be permitted to work legally in Hong Kong with any employer by the closing date and for the duration of the employment period;
• Successful candidates must be able to obtain certification by Passport Canada within 3 months of employment;
• Successful candidates must be able to obtain and maintain a valid security clearance / Reliability Status (RS).

The appointment of the successful candidate will be subject to obtaining Reliability Status (RS). To conduct the RS process, the successful candidate must submit the following documents on being selected by the Mission:

• Completed Reliability Status Check forms (provided by the Consulate General);
• Consent form for Reliability Status Check – for local criminal record check and Canada’s vetting/evaluation (provided by the Consulate General);
• Proof of address from your bank or other recognized companies stating your name and your address;
• Professional and education mark sheets or certificates;
• Letters of reference;
• Reference checks – from three referees;
• HKID card or valid work permit;
• Passport photo x 1;
• Credit check results;
• Other documents as required.

Area of selection:
This position is open to external applicants residing in Hong Kong, all current Consulate General employees occupying an indeterminate or term position, emergency employees and spouses and dependents of Canada Based Staff who meet all the essential qualifications stated below and whose applications are received by the closing date and time. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. 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.

Important Notes:
How to Apply:

• Applications must be submitted through this website by 23:59 on May 2, 2021, Hong Kong local standard time (GMT +8);
• Only applications received through the aforementioned website before the closing date will be accepted;
• Applicants should send a résumé and covering letter in English or French which addresses each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item;
• 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;
• We thank all applicants for their interest, but we will only contact those who pass the initial screening.

Other Information:

• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.
• Any job offer is subject to receipt of satisfactory references.
• Proof of right to work and copies of educational and any specified professional qualifications will be required.
• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.
• Applicants are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at during the application process.
• This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and/or similar positions with various tenures, including indeterminate and term at the Consulate General of Canada in Hong Kong and Macao which may arise in the 12 months following the completion of this recruitment process. If the selected candidate is already an active Locally-Engaged Staff (LES) employee, the eligibility list may also be used for assignments or acting appointments. When you submit your application, you must specify at least one type of employment tenure for which you are interested in being considered (e.g., indeterminate only) so that we may create applicable eligibility lists.

Sorry, this vacancy is closed.

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