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Job Ref:

Job Title:
Administrative Assistant

43.633 Euro gross per year + benefits

Vacancy type:

Term Details:
These positions are LES (Locally Engaged Staff) full time positions (37.5 hours/week), subject to the Terms and Conditions of employment for LES in Belgium.



NATO HQ, Brussels, Belgium

Closing date for applications:
25-07-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Position 1:

Under the supervision of the Deputy Military Representative (D/MILREP), provides administrative and executive support by: performing general clerical duties, coordinating and preparing the MILREP schedule, travel on temporary duty, formal hospitality and advocacy activities, and administrative processing of staff evaluation reports. In coordination with the MILREP Executive Assistant, provides administrative/logistical support to all visits to NATO, including MC/CS, Ministers of Defence, Canadian Forces College, etc. and coordinates general office tasks with the administrative Assistant of the Military Representative. Provides administrative support to the D/MILREP in the absence of his/her administrative assistant.

Position 2:

Under the general supervision of the Political Counsellor, provides secretarial and administrative support to 6 members of the section. Provides administrative support to the Permanent Representative and Deputy Permanent Representative in the absence of his/her administrative Assistant. Coordinates the execution of certain specific work, the production of reference documents or the organization of meetings, special events for example, in relation to the activities of mission staffs. The incumbent also performs the administrative and budget management functions for the Foreign Policy and Diplomacy section and coordinates the issuance of NATO security clearances for Canadian citizens.

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. It is not sufficient to simply state responsibilities or list the criteria they meet. Only those candidates who meet all the essential requirements and demonstrate this clearly within their application will then proceed to the next stage of the process.

• A post-secondary degree in a discipline related to the requirements of the position*;
• A secondary diploma combined with a significant professional experience of at least three (3) years in an administrative role within an office environment and in a field related to the position*.

*Note : administrative areas and customer service are job-related areas.

• Ability to communicate effectively* in both official languages of Canada: English and French (speaking, reading and writing).

*“Communicate effectively” is considered to be the equivalent to C1 level per the Common European framework of reference for languages in one of the two official languages of Canada, and B1 in the other one (C1 level equivalent in English, and B1 level equivalent in French, OR C1 level equivalent in French and B1 level equivalent in English).

Applicants must have:
• A minimum of two (2) years recent* experience in a customer service and administrative role within an office environment;
• Experience working with a wide range of computer applications;
• Experience in coordinating or providing logistical support to organize conference and/or events;
• Experience in drafting basic analytical reports, producing and managing budget reports and related files.

*“Recent” is defined as within the last five (5) years.

Rated Requirements

Applicants must also meet the rated requirements listed below related to knowledge, abilities and competencies. Methods of assessment of those requirements may include, but are not limited to written exams, interview, role-play, practical tests, presentations and/or psychometric assessments.

• Knowledge of the Microsoft Office Suite (Excel, Word and Outlook);
• Knowledge of the office administrative practises and procedures.

• Ability to work under pressure and independently;
• Teamwork;
• Effective interactive communication in English and French - oral and written;
• Ability for planning tasks and managing priorities;
• Flexibility and adaptability;
• Client service orientation;
• Judgment;
• Focus on quality and details.

Asset Qualifications:
Preference may be given to candidates who meet the asset qualifications. Where applicable, candidates must clearly demonstrate how they meet the asset qualifications in their cover letter and CV.
• Professional experiences within the Government of Canada, or an Embassy of Canada, or the Canadian Armed Forces;
• Superior knowledge (B2 or above) of the second official language of Canada per the Common European framework of reference for languages.

Organizational Needs:

Operational Requirements:
• Normal work schedule: 37.5 hours/week (Monday to Friday);
• Willing to work overtime including occasionally on weekends and statutory days with or without notice according to operational requirements.

Condition(s) of Employment:
• Be a Canadian citizen;
• Reside in Belgium at the time employment offer is issued and for the duration of the employment;
• Upon applying, possess or be eligible to obtain a government of Canada SECRET level clearance. This clearance is required to obtain this position at the Joint Delegation of Canada to NATO in Brussels and will be subject to audits. This clearance must be maintained throughout the employment – loss of the latter is sufficient reason to dismiss the employee;
• Candidates must have a valid work authorization covering the entire period of employment;
• During the hiring process, candidates must provide any documentation proving their citizenship and their right of residence and work in Belgium;
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in Belgium so that if selected, it will appear on the letter of offer;
• Candidates who hold visas, type A electronic cards or non-renewable documents, such as student visas, cannot apply for this job, unless they are exempted from the obligation to obtain a work permit.

Area of selection:
This selection process is open to Canadian citizens who, upon applying, have the legal right to reside and work in Belgium, who meet all the essential criteria mentioned and whose application files are received no later than the closing date. Please note that the Joint Delegation of Canada to NATO does not sponsor work permits directly or indirectly. The Government of Canada applies the principles of equal opportunity under the Charter of Rights and Freedoms of Canada. See “Conditions of Employment” and “Important Notes” sections for additional details. 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:
• Only applications submitted in one of Canada's official languages (English or French) are accepted.
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our online portal. Candidates should only apply using a laptop or desktop computer.
• Communications for this process are sent by email. It is the responsibility of the candidate to ensure that the contact information provided is correct and updated as required.
• Candidates must include an email address that accepts messages from unknown users and regularly check their email inbox, including spam.
• Professional reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• Proof of educational qualifications will be required during the process.
• The Joint Delegation of Canada to NATO in Brussels does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring special assistance in order to participate in written exams and / or interviews are asked to notify their needs by email to when applying.
• The results of this competition may also be used to establish an eligibility list of qualified candidates for similar job openings for indeterminate, determinate, emergency, full-time or part-time positions at any of Canada’s diplomatic missions in Brussels, which may arise within twelve (12) months following the completion of this competition.
• For any questions relating to this selection process, please communicate only by email at the following address:
• Due to Covid-19, some delays may occur in the progress of this recruitment process. We are working hard to minimize any disruption.

How to apply:

• Please follow the link and fill out the online form.
• Candidates are also required to upload a CV and a cover letter in English or French.
• Applicants must indicate the position or positions for which they wish to be considered:
o Both positions;
o Administrative assistant DND program (Department of National Defence);
o Administrative assistant FPDS program (Foreign policy and diplomacy service).
• Applicants who are unable to submit their application due to technical difficulties must notify before the closing date. Failure to do so will result in their application being rejected.
• Applications which do not include all the requested documents or information will be rejected.
• Applications sent in paper format or directly by email are not accepted and will not be considered.

Sorry, this vacancy is closed.

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