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Job Ref:
4562

Job Title:
Administrative Assistant

Salary:
DKK 429,410 gross per annum

Vacancy type:
Emergency employment

Term Details:
This recruitment process is designed to create a pool of candidates who would be interested in casual/temporary work.

Level:
Assistant

Classification:
LE-A2

Location:
Copenhagen, Denmark

Closing date for applications:
06-08-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Emergency employees are individuals hired for a specified period, often as temporary support to cover absences, to support seasonal projects, or to respond to a work surplus.

Under the general supervision of the Management and Consular Officer, the Administrative Assistant is responsible for the Embassy reception, providing administrative services to the section, providing support to the Consular section, and performing other duties as required. This includes inter alia:
• Greeting all visitors and controlling physical access of visitors to the Embassy;
• Answering incoming calls on the switchboard, providing routine information, taking messages, or transferring calls as needed;
• Answering general enquiries on the phone, by email, or in person, and directing requests to the relevant staff member;
• Providing routine consular, passport, citizenship and immigration information to clients;
• Maintaining a proper filing system and updating contact lists in Outlook;
• Performing a verification of budgets and processing invoices in the financial system;
• Searching for information on the intranet and internet to answer specific questions;
• Receiving and distributing incoming mail and arranging for outgoing mail and courier services;
• Assisting staff with travel arrangements, booking hotels and transportation;
• Other duties as required.

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. Candidates who do not demonstrate sufficiently will not be progressed to the next stage.

Language:
• Fluency in English (oral, reading and written)
• Fluency in Danish (oral, reading and written)
• Working level in French (oral)

Education:

One of the following:
• Successful completion of a degree from a recognized college or university
• Successful completion of a recognized professional qualification related to administrative duties;
• A combination of education and experience which equals two (2) years over and above the experience specified below.

Experience:

One (1) year of experience in one of the following:
• Client relations and customer services: answering general client enquiries via phone, email or in-person.
• Working in an office environment: maintaining a proper filing system, processing financial transactions.

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:
• Knowledge of general administrative processes and standard office procedures.
• Excellent computer skills including MS Outlook, Word, Excel and web browsers.

Ability/Competencies:
• Excellent interpersonal skills – working with colleagues, clients and contacts.
• Effective communication – oral and written
• Attention to detail
• Adaptability, flexibility
• Ability to set priorities and manage time/workload effectively
• Good judgement

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.
• Working level in French (reading and written)
• Previous experience working in an international environment
• Experience using SAP NetWeaver

Organizational Needs:

Operational Requirements:
Operational requirements will be confirmed prior to each emergency contract and may vary.

Condition(s) of Employment:
• Candidates must have a valid work permit for Denmark at the time of submitting their application and maintain for the duration of their employment.
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in Denmark.
• The appointment of the successful candidate is subject to obtaining a Canadian security clearance. The candidate will be required to provide some or all of the following documents:
o Consent to allow PET to perform a background check
o Credit check
o Certificate of Canadian Citizenship (if applicable)
o Birth Certificate
o Recent passport photo
o Certificate(s) of employment/letter(s) and reference
o School certificates/diplomas (must be legalized if not Canadian diplomas)
o Contact details of immediate family members

Area of selection:
Open to external applicants who are legal residents of Denmark, who meet all of the essential requirements stated below, and are received by the closing date. Please note that the Embassy of Canada in Copenhagen, Denmark 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 based on merit. 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 will only be considered when received through our portal. Link for this job poster - http://wfca-tpce.com/fr/vacancyView.php?requirementId=4562&
• Candidates are required to upload a cover letter and CV in English or French. Applications which do not include the requested documents or information in the CV or cover letter will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to: LES-E-Recruitment-LDN@international.gc.ca prior to the closing date. Failure to so will result in the application being rejected.
• For any questions during this process, please contact us at LES-E-Recruitment-LDN@international.gc.ca

Important Notes:
• Please do not use a tablet or cell phone to submit your request as mobile browsers are not supported by our online portal. Applicants should submit their applications using a laptop or desktop computer only.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• 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.
• References will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Copenhagen, Denmark 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 in advance.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for emergency openings at the Embassy of Canada in Copenhagen, Denmark.




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