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Job Ref:
4614

Job Title:
Operations Assistant, CSDP

Salary:
40,995 EUR gross per annum

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 Germany. This position is an indeterminate Full-Time (37.5 hours per week) position.

Level:
Assistant

Classification:
LE-A2

Location:
Berlin, Embassy of Canada to Germany

Closing date for applications:
30-09-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
The Embassy of Canada in Berlin is running this competition to identify candidates for a current vacancy of a
Operations Assistant to provide general operational and administrative support to the Client Service Centre and it’s management team. The Service Delivery Centre provides Finance, Contracting and HR services to other Canadian Embassies in Europe and Africa.

Main duties of a CSDP Operations Assistant include:

• Responding to routine enquiries from clients by providing information, interacting with customers, coworkers, stakeholders and supervisors as well as using communication devices.
• Acting as a contact person for events and facilitators on scheduling, logistics and financial issues.
• Coordinating activities at the CSDP in cooperation with HQ stakeholders, the CSDP programs, regional mission and Partner Departments acting as the main point of contact and scheduling meeting rooms and managing logistics.
• Drafting and sending correspondence to clients, preparing standard documents, reviewing for errors and omissions, and advising supervisor when corrections are required;
• Practicing good information management by creating paper and/or electronic files, entering data in departmental integrated automated systems and maintaining records, files, lists, and databases.
• As required, obtains routine approvals and signatures and prepares and submits forms and other documents on different systems and to different recipients.


The same competition could be also used to staff and future openings.
Roles that could be staffed as an outcome of this competition include:
• Financial support to clients (Embassies) in the way of financial advice and input of payable or receivable documents into the departmental financial system (SAP) based on the Canadian legislative framework;
• Contracting support to clients (Embassies) in the way of contracting advice for an assigned range of goods and services and input of contractual agreements into the departmental financial system (SAP) based on the Canadian legislative framework;
• Human Resources support to clients (Embassies) in the way of advice on processes and procedures based on the Canadian legislative framework as well as local laws and practices, with a specific focus on HR functions related to recruitment.
There is a strong client service focus in all roles.


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 that they meet each of these essential qualifications will not receive further consideration.

Education:

• High school leaving exam (Abitur or equivalent)

Language:

• Professional level in English (written and oral) - C1

Experience:

• At least two (2) years of experience in an administrative capacity.
• Experience providing client service and general financial/accounting support (e.g. keeping track of expenses, claims and budgets).
• Experience using various software and business management systems including: Microsoft Office software suite (word processing and presentation, data and spreadsheet management, email management or similar software); SAP or other business management software as well as information management systems.

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:

• General knowledge of administrative procedures and best practices.
• Good knowledge of standard computer software (Excel, Word, PowerPoint, Outlook) including proficiency with the use of MS Teams and Internet search engines.

Abilities/Competencies:

Abilities
• Ability to provide accurate advice and guidance to clients.
• Ability to communicate clearly and appropriately, both orally and in writing
• Ability to prioritize tasks, and manage a variety of responsibilities and shifting priorities as required.

Competencies
• Demonstrating integrity and respect
• Thinking things through
• Client Service Orientation
• Showing initiative and being action-oriented
• Working effectively with others
• Attention to detail
• Adaptability and flexibility

Language requirements:

• Professional level in English (written and oral) - C1
As the results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar term, indeterminate, part-time or full-time openings at the Embassy of Canada in Germany which might arise in the 12 months following the completion of this recruitment process. Candidates interested to be considered for eventual employment opportunities in the field of financial services will also be tested on:

• Ability to work with numbers and to prepare and audit financial data.

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.

• Intermediate level of French
• Experience working in an international environment or an international organization
• Experience with computer programming

Organizational Needs:
-

Operational Requirements:
• The willingness and ability to work overtime according to operational needs.
• Occasionally may be required to travel both domestically and abroad.


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 the specific city, region or country 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.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Germany, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Embassy of Canada to Germany 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:
• Note: Due to Covid-19, you may experience some delay in the recruitment process. We are working hard to minimize any disruption. You may find more information in the sections below.

How to apply:
• Please complete the online application form and submit your cover letter and C.V. in English or French. Please include in your C.V. document copies of any certificates of employment from your last place of work and copies of certificates of education, including any relevant certificates of language proficiency and work permit by creating one pdf document.
• Please do NOT include personal data in these documents (cover letter and CV) such as: age, date of birth, gender, marital status, family status, religion, a picture. Please only include information relevant to the vacancy as requested in the job poster.
• Please submit a cover letter in English or French explaining why you are interested in the position and how your previous experience applies to this position. Candidates must demonstrate concisely in their cover letter how they meet all essential qualifications.
• 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-BRLIN@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes:
• Candidates should only apply using a laptop or desktop computer. Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal.
• 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.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Berlin 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 term, indeterminate part-time or full-time openings at the Embassy of Canada in Germany which might arise in the 12 months following the completion of this recruitment process.

For local advertisements only:
• Applications will only be considered when received through our portal. Link for this job poster - http://wfca-tpce.com/vacancyView.php?requirementId=4614&.




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