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Job Ref:
4530

Job Title:
Common Services Coordinator

Salary:
38 714 € annual gross salary plus benefits i.e. possibility of an additional 6.5 hours per month (time accrued over the 35 hours per week) at 125% the hourly rate + 7 OTR (refunded overtime) days a year, transportation benefits, 13th month pay, and health insurance

Vacancy type:
Indeterminate

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in France.

Level:
Assistant

Classification:
LE-A3

Location:
Canadian delegation to OECD – 15 bis rue de Franqueville – 75116 PARIS

Closing date for applications:
27-06-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Common Services Officer, the incumbent provides coordination and administrative services in support of the Common Services Program. The Common Services Program is responsible for the effective and efficient management of the mission through the provision of high quality common services to the Government of Canada’s international network of missions. This includes property management, material management, procurement, contracting, human resources, finance, IM/IT, events and fleet coordination, protocol and customs, emergency management and security.


Essential qualifications:
Candidates will initially be selected on the essential qualifications relating to: education, experience and language profile. They must clearly demonstrate in their cover letter and CV how they meet each of the essential qualifications.

Education:

• Post-secondary diploma (equivalent to French baccalaureate + 2 i.e. a validated level 5 French diploma) or a post-secondary diploma from a Canadian post-secondary educational institution

Language:

• Fluency in oral and written French
• Very good understanding and expression of oral and written English

Experience

• A minimum of five years recent* experience in a professional environment in the following areas :
1. Clerical work and provision of administrative services such as managing a budget and/or financial processes, managing and assisting with real estate acquisition, managing property management services, managing a schedule, preparing travel, follow up on documents, transmit messages and request for information, manage contracts, inventories, etc.
And
2. Customers services (internal and/or external) or liaison/management of relations with partners or external suppliers, for example local authorities, the building manager, suppliers of goods or services, protocol or public authorities
• Experience using the Microsoft suite (MS Word, Excel, Teams, etc.) and other communication platforms and in adapting effectively to new communication and information management technologies.

* Recent is defined as within the last 8 years.

Rated Requirements
Candidates must also meet the rated requirements stated below for knowledge, competencies and aptitudes that will be assessed through the following: written exam, oral interview, role play, practical test, reference checks, presentation and / or psychometric testing.

Knowledge:
• Good office management practices, including in areas such as: accounting and finance; contract, assets and equipment management; and information management.

Abilities/Competencies:
• Draft correspondence, proposals and various reports and establish recommendations in relation to the management of the office.
• Respond to program-related inquiries in English and French.
• Control a program budget, in accordance with the financial procedures and policies in place at the Delegation.
• Organize and coordinate efficiently and diligently all tasks relating to the management of goods and equipment as well as the provision of services.
• A relational capacity to properly manage requests with various partners and obtain services and expected results within respectable deadlines.

Aptitudes/Personal Qualities:
• Judgment
• Shows initiative and is action-oriented
• Customer service orientation
• Works effectively with others in a diverse and inclusive environment
• Reliability and readiness to work remotely
• Always strives for process improvement and organizational efficiency
• Attention to detail


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.
• High-level diploma issued by a recognized French or Canadian post-secondary educational institution with acceptable specialization in a field related to the position, such as management, accounting or other relevant field.
• Knowledge of administrative tools and practices specific to Global Affairs Canada (e.g. FINSTAT, P2P, Stratégia)
• Proficiency in oral and written English

Organizational Needs:

Operational Requirements:
• Full-time position of 5 days / week from Monday to Friday.
• Normal hours of operation: 9:00 a.m. to 12:30 p.m. and 13:30 to 17:30.
• Be able and willing to work overtime, especially late evenings sometimes under short notice.
• Work in an open space
• Remote work using available technology platforms, when required

Condition(s) of Employment:
• Candidates must have a valid work authorization as an employee for France covering the entire employment period. If the employment is indeterminate, the work authorization should be permanent or itself lead to a permanent work authorization.
• Selected candidates must have their main residence in France
• The selected candidates will have to follow the procedure transmitted in order to obtain and maintain a reliability status (security clearance) from the Government of Canada covering the entire period of employment

Area of selection:
This position is open to candidates who have the right to reside and work in France as well as to all employees of the Canadian missions in Paris occupying an indeterminate or determined position and to employees hired in emergency situations, who have all the essential qualifications and whose applications are received before the closing date. This position is also open to spouses and common-in-law partners of Canada-based staff posted in the Canadian missions located in Paris (with diplomatic status) or spouses and common-in-law partners of Canada-based staff posted in France in French governmental offices or international organizations or French military bases, who hold a valid Canadian or French social security number and meet all of the pre-requisites, i.e. all of the essential qualifications, and whose applications are received by the closing date and time. *Please note that in case a spouse or common-law partner of Canadian-based staff who resides in France obtains the position, the duration of the contract will correspond to the duration of the partner’s posting in France (CDD). The Embassy of Canada does not sponsor or in any way assist people in obtaining residence or work permits. 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 http://www.wfca-tpce.com/vacancyView.php?requirementId=4530& and complete the online application form.
• Candidates must also upload their CV and a cover letter in English (750 words maximum) or French (900 words maximum).
• Candidates must also include in their letter the names, titles, email addresses and telephone numbers of at least three people, including a minimum of two direct supervisors who can serve as professional references for work experience acquired over the last three years.
• The third reference can be a client, an academic reference, or another supervisor.
• Candidates are requested to indicate whether they already have a valid security clearance from the Government of Canada, and if so, to specify its level (Reliability/Secret) and its validity period.
• Applications that do not include all the requested documents or information will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to:
LES-E-Recruitment-BREU@international.gc.ca prior to the closing date. Failure to do 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 are requested 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.
• The candidates selected at the preselection stage will be invited to participate to the next stages of the evaluation process that will include one or more components. Assessment methods may include written exams, interviews, scenarios, role plays, practical exercises, reference checks and psychometric testing.
• To access and participate in the tests, candidates must confirm their presence and at the same time provide paris-rh@international.gc.ca with a copy of their photo ID valid with permanent authorization to work in France as an employee (identity card and/or passport) and a copy of their diploma.
• Depending on the health situation, the tests may take place face-to-face (i.e. necessarily in person at the Canadian Delegation to OECD – 15 bis rue de Franqueville – 75116 PARIS) or virtually. Candidates must be able to adapt to the choice that they are provided with and which will not be flexible.
• The assessments are scheduled as follows: Examinations: July 06th, 2021 - Interviews: week of July 12th, 2021.
• The Canadian Delegation to OECD does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs generated by this process.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• Following the assessments, a ranking order of the candidates will be established based on the obtained results. The position will be offered to the most deserving candidate based on the ranking order.
• The results of this competition may also be used to establish an eligibility list of qualified candidates with a validity period of twelve (12) months, for openings of similar positions of the same level to be filled at the Canadian delegation to OECD for an indefinite and fixed period.
• All employees hired locally are subjected to the LES Employment conditions booklet for France and required to pay into the French social security system. However, employees hired locally who are Canadian citizens will pay Canadian income tax at source according to the tax Convention between France and Canada https://www.fin.gc.ca/treaties-conventions/france_- fra.asp.
• If you have any questions, please send an email to: LES-E-Recruitment-BREU@international.gc.ca
• 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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