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Job Ref:
4515

Job Title:
Program Assistant

Salary:
290,124 HNL before taxes + benefits

Vacancy type:
Indeterminate

Level:
Assistant

Classification:
LE-A2

Location:
Tegucigalpa, Honduras

Closing date for applications:
28-06-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Head of Aid and Office, the successful candidate will provide administrative support services in English and Spanish to the Head of Aid and Office, the development section, and the Head of Mission in the following tasks:

• Making photocopies; receiving telephone calls and visitors; preparing materials such as reports, letters, charts and financial documents in accordance with departmental regulations; making travel and accommodation arrangements; scheduling meetings and appointments and assisting with pre-visit arrangements and hospitality events.
• Provide advice regarding office supplies orders and recommend changes on procedures and practices to meet changing or new situations. Track budget and make recommendations on travel arrangements.
• Process payments, maintain records of expenditures, receipts, disbursements and funds balances and provide related reports.
• Researches and compiles information, verify submitted documents for completion, enters data in computerized systems and maintains records, files, lists and databases.
• Maintains contacts with representatives of the local government, other missions, local and multilateral organizations and/or private sector to ensure the Mission’s compliance with procedures and regulations and to obtain early notification of impending changes.
• Provide information on procedures, appropriate forms or document requirements, responds to inquiries related to services and/or makes reference to appropriate authorities.
• Monitor and report on communications related to the program on social media.
• Support committees and working groups by preparing documents, scheduling, meeting and helping with events and travel planning and coordination.
• May perform other duties as required.

Essential qualifications:
Education:
• Candidates must at least possess a High School Certificate from a legally recognized institution.

Language:
• Advanced written and spoken proficiency in Spanish
• Advanced written and spoken proficiency in English or French.

Experience (*Recent is defined as within the last 5 years):
A minimum of 2 years of recent experience in the following areas:
• Experience performing administrative tasks, including handling sensitive and/or confidential information;
• Experience in preparing well-written and accurate correspondence, managing a calendar, and other briefing products for a Manager;
• Experience providing assistance to budget management and/or expense reporting services;
• Experience assisting the organization of public events, including managing guest lists, logistics and/or other facility arrangements;
• Experience working with a range of office equipment, including computers, scanners, cameras and video conferencing devices.

Rated qualifications

Knowledge:
• General office administrative procedures.
• General knowledge of local authorities and organizations such as the Ministry of Foreign Affairs; Honduran Secretariats for, Agriculture and Livestock, National Security and Tourism; Ministry of Human Rights, Justice, Governance and Decentralization of Honduras and customs agencies.
• General financial and accounting principles to handle invoices, track expenses, claims and budgets.

Ability/Competencies:
• Effective interactive communication;
• Demonstrate judgment and autonomy in solving simple problems and setting priorities;
• Build and maintain effective working relationships with internal (colleagues and supervisors) and external clients (public institutions, consultants, partners and providers);
• Adaptability and flexibility to perform multiple tasks simultaneously and to respond in a timely manner to various assignments;
• Excellent client service disposition and attitude;
• Stewardship (professional integrity);
• Focus on Quality and Details;
• Teamwork and Cooperation.

Asset Qualifications:
• Ability to speak both Canada’s official languages (English and French);
• Knowledge in diplomatic/foreign office representative privileges and procedures;
• Experience with shipping and exportation of goods and diplomatic franchises;
• Previous experience working in or with a diplomatic mission, international organization, foreign company representation or similar.

Candidates are encouraged to indicate in their Cover Letter/ Résumé if they meet any of these qualifications, however, these are not required to apply for the above-mentioned position.

Organizational Needs:
<< ENTER >>

Operational Requirements:
• Willingness to work overtime, often on short notice and/or on weekends.
• Ability to deal with time pressure and tight deadlines.

Condition(s) of Employment:
• Obtain and maintain the required security clearance;
• Legally authorized to work and currently living in Honduras;
• The successful candidate must disclose to the Embassy if they hold Canadian citizenship before being employed at the Embassy or if they obtain Canadian Citizenship at any time during their employment with the Embassy (please note that Canadian citizens/residents and Canadian dual nationals may be subject to Canadian income tax deductions).

Area of selection:
1. Employees of the Embassy of Canada to Honduras. 2. General public who meet all the essential requirements and who currently possess the right to work in Honduras (Please note the Embassy of Canada will not provide assistance to apply for a work permit). Interested candidates must prepare the following documents: 1. An up-to-date electronic version of their Résumé in English or French (Résumé must include at least three areas: academic background, work experience and contact details). Please do not include any personal information (i.e. picture, marital status, religion, age, etc.). 2. Complete the Cover Letter template in English attached below. Only candidates who meet all of the Essential Qualifications stated below and apply correctly before the closing date will continue to the next stages of the staffing process to assess the Rated Requirements, which may include (but are not limited to): remote tests, interviews, role-play and reference checks.

Important Notes:
• Candidates are entitled to participate in this staffing process in the official language of their choice (English or French) by specifying their preference within their application documents, however, the Embassy of Canada to Honduras has the right to decide which components of the staffing process can only be assessed in the languages stated as essential in this Job Poster.
• Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).
• Reference checks will be sought for candidates that reach interview stage, and are part of the selection process.
• The Embassy of Canada to Honduras does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in terms of attending exams or interviews must let us know during the application process.
• The results of this staffing process will serve to build an eligibility list of qualified candidates, which could also be used for indeterminate or temporary appointments (acting) at the same level and for similar positions, within the Embassy of Canada to Honduras.
• 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.



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



Sorry, this vacancy is closed.

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