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Job Ref:

Job Title:
Common Services Assistant

80 413 CHF gross pro rata (based on 60% annual salary) per year plus benefits

Vacancy type:

Term Details:
This position is a LES (Locally Engaged Staff) position, on part time (60 % - 22.5 hours per week) subject to the Terms and Conditions of Employment for LES in Switzerland.



Permanent Mission of Canada in Geneva, Switzerland

Closing date for applications:
11-06-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
The Common Services Program is responsible for ensuring effective and efficient management and operations in each mission by providing high-quality common services to the international network of Government of Canada missions through both occasional and core services. . This is an administrative support position in the Common Services Program. The work is performed under the general supervision of the Managing Agent and the Consular.

The tasks are as follows:

Security: provide support to the Mission Security Officer or Readiness Program Manager in ensuring the proper protection of Government of Canada personnel, information and assets at the mission, in the absence of dedicated program staff.

Events Coordination: assist the Common Services team which handles the logistical aspects of mission events, such as receptions and team building activities, and other events as needed.

Human Resources: in the absence of staff assigned to the human resources program, deliver a wide range of human resource services for locally engaged and Canada-based staff.

Common Services Program Support: provide administrative assistant services to one or more Common Service officers and provides administrative support to the Common Services program.

Consular, Passports and/or Citizenship: in the absence of dedicated program staff or during periods of high demand, may support or coordinate the Consular program, which provides Canadians with assistance for routine matters.

Reception: in the absence of staff assigned to the reception, provide reception services for the mission.

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.


• Bachelor's degree or an equivalent combination of education, experience and a professional degree in administration or secretarial work.


• Ability to communicate fluently, orally and in writing, in Canada's two official languages (French and English). Level C1 according to the Common European Framework of Reference for Languages (


• Have at least two years of recent * experience in an office environment working in the field of administrative support, for an international organization or a diplomatic mission.

* Recent is defined as being within the last five years.

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 Microsoft Office suite (Word, Excel, Outlook);
• Knowledge of the operation of the computer and office equipment;
• Knowledge of administrative procedures.


• Ability to plan, organize and prioritize work;
• Ability to adapt easily to performing a variety of tasks under tight deadlines;
• Customer service orientation;
• Initiative;
• Judgment;
• Teamwork and cooperation;
• Effective interactive communication (oral and written);
• Tact and discretion.

Asset Qualifications:

Organizational Needs:

Operational Requirements:
• Working hours: 8:30 am to 4:30 pm, Mondays, Tuesdays and Thursdays;
• Ability to work overtime on occasion;
• Ability to work five days a week to replace colleagues on leave.

Condition(s) of Employment:
• Candidates must have a valid work authorization covering the entire employment period. If the employment is indeterminate, the work authorization should be permanent or itself lead to a permanent work authorization.
• Before an offer of employment can be made, candidates must provide a local address as proof of residence, in Switzerland or in the border area *, so that if selected, it will appear on the offer letter.
• Obtain and maintain a reliability rating (security clearance) from the Government of Canada covering the entire employment period.

*The border area is defined within a perimeter of 50 kilometers around Geneva.

Area of selection:
This position is open to persons and employees occupying an indeterminate or fixed-term position and employees hired in emergency situations at the Permanent Mission of Canada in Geneva, Switzerland who meet all of the employment conditions below. Please note that the Permanent Mission of Canada in Geneva, Switzerland, does not sponsor work authorizations directly or indirectly. 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
• Please follow the link and complete the online application form
• Candidates are also required to upload a cover letter and CV in English or French. Applications which do not include all of the requested documents or information will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to so will result in the application being rejected.
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French). Candidates are entitled to participate in the recruitment process in the official language of their choice and to indicate their preferred official language in their application.
• 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.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Permanent Mission in Geneva, Switzerland, does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Permanent Mission of Canada in Geneva, Switzerland, which might arise in the 12 months following the completion of this recruitment process.
• If you have any questions at any stage of the recruitment process, please send an email to:
• Due to Covid-19, some delays may occur in the progress of this recruitment process. We are working hard to minimize any disruption.

Sorry, this vacancy is closed.

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