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Job Ref:

Job Title:
Program Administrative Assistant

43,633 Euro gross per year plus social benefits

Vacancy type:
Fixed term

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. The Program Administrative Assistant (Trade) is a full time one-year term position with the possibility of renewal or that could lead to an indeterminate contract. The Executive Administrative Assistant is a full time one-year replacement position with the possibility of renewal or that could lead to an indeterminate contract.



Brussels, Belgium

Closing date for applications:
26-10-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Position 1:

The Program Administrative Assistant to the Trade section of the Mission of Canada to the European Union in Brussels reports to the Trade Program Manager. The incumbent provides executive and administrative support to the Trade Program Manager and seven (7) officers in the Trade section by:

• Coordinating the execution of certain specific work such as the production of briefing material and the logistics for official visits;
• Supporting the section’s relations with local contacts and Canadian companies and organizations including through scheduling meetings and calls, maintaining a contact database, tracking inquiries, conducting background research, and compiling material for clients;
• Supporting the section’s formal advocacy and hospitality activities, including arranging event logistics;
• Coordinating and preparing the Trade Program Manager’s schedule and travel, preparing financial and budgetary reports, processing claims and invoices, writing minutes of section meetings, and performing general clerical duties.

Position 2:

The Executive Administrative Assistant provides clerical and administrative support to the Ambassador of Canada to Belgium and to a lesser extent to the Foreign Policy and Diplomatic Services program by:

• Performing clerical and administrative tasks such as overseeing the supervisor’s agenda, preparing meeting documents, processing correspondence, receiving telephone calls, welcoming visitors and preparing and keeping track of documents such as reports, letters, and charts, as well as making travel, visit, hospitality and accommodation arrangements, scheduling meetings and appointments, coordinating requests for his/her approval;
• Preparing cost estimates and tracking expenditures related to travel, meetings, hospitality events, conferences, workshops and other activities and provides support to the supervisor in the preparation of budget worksheets and financial statistical data;
• Receiving and responding to telephone calls and e-mails as well as liaising with the local government concerning the application and administration of diplomatic privileges.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, languages and experience. 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. They must also demonstrate and explain how they meet the criteria, not simply list the criteria they meet. Note that ability to communicate in writing may also be evaluated in the cover letter and CV. 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).

• Minimum two (2) years of work experience (of which one (1) year is continuous) within the past five (5) years working in an office environment providing administrative and/or financial support;
• At least one (1) year recent* experience of coordinating tasks/projects and/or providing logistical support;
• Experience of providing services directly to clients in person, electronically and over the phone;
• Experience in drafting basic analytical reports, producing and managing budget reports and related files.

*’’Recent” is defined as within the past 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 administrative best practices including information management;
• Operational knowledge of the Microsoft Office Suite (Word, Excel);
• Knowledge of financial practices and procedures related to tracking expenses, claims and budgets.

• Organization skills with the ability to prioritize, coordinate conflicting priorities within tight deadlines, multi-task and work effectively under pressure;
• Attention to detail;
• Effective communication skills in French and in English;
• Judgment;
• Client focus (internal and external clients);
• Initiative;
• Professional integrity;
• Teamwork and cooperation.

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.

• Professional experience as an administrative assistant in a diplomatic mission, a governmental or an international organization;
• Professional experience in coordinating or providing logistical support to organize conferences and/or events;
• Experience building and utilizing networks;
• Superior knowledge (level B2 or above) of the second official language of Canada per the Common European framework of reference for languages;
• Experience working in international trade or in a trade related field (for position 1: Program Administrative Assistant to the Trade section);
• Knowledge (level B1 or above) in Dutch as per the Common European framework of reference for languages (for position 2: Executive Administrative Assistant).

Organizational Needs:

Operational Requirements:
• Normal work schedule: 37.5 hours/week (Monday to Friday).
• Willing to work overtime occasionally, with or without notice, outside the normal work schedule (i.e. on evenings, weekends and statutory days) according to operational requirements.
• In line with COVID-19 safety precautions, ability to work remotely.

Condition(s) of Employment:
• Candidates must reside in Belgium at the time of employment offer is issued and for the duration of the employment. They must also 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.
• Upon applying, candidates must provide any documentation proving their right to reside 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 offer letter.
• Candidates who hold visas, electronic A-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.
• A reliability rating (security clearance) from the Canadian Government is required to obtain these positions and will be subject to audits. This rating must be maintained throughout the employment - loss of the latter employment is sufficient reason to dismiss the employee.

Area of selection:
This selection process is open to candidates who, upon applying, have the right to reside and work legally in Belgium, who meet all the essential criteria mentioned and whose applications are received on the closing date. Please note that the Embassy of Canada 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 the official languages of Canada will be accepted (English or French).
• 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.
• 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.
• Proof of educational qualifications can be required during the process.
• The Embassy of Canada 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 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 complete the online application form.
• Candidates are also required to upload a cover letter and CV in English or French.
• Candidates must indicate the position or positions for which they wish to be considered:
o Both positions;
o Program Administrative Assistant Trade – full time one-year term contract; with the possibility of renewal or that could lead to an indeterminate contract;
o Executive Administrative Assistant – full time one-year replacement contract with the possibility of renewal or that could lead to an indeterminate contract.
• Upon applying, candidates are also required to upload any document (i.e. copy of passport, proof of identity with photograph issued by the authorities of a State or other document) proving that they have legal right to reside AND work in Belgium.
• Our application tool allows candidates to upload two documents only: the cover letter and the CV. Please make sure to include a copy of your citizenship document and the document proving that you have legal right to work in Belgium at the bottom of the cover letter.
• Applications which do not include all of the requested documents or information will be rejected. Paper applications or applications directly sent by email are not accepted and will not be taken into consideration.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to do so will result in the application being rejected.

Sorry, this vacancy is closed.

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