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Job Ref:

Job Title:
Common Services Assistant

53,512.00 USD plus benefits

Vacancy type:

Term Details:
This position is an LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in United States



Dallas, United States

Closing date for applications:
29-11-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
The Common Services Assistant (CSA) provides administrative support services in the following areas: finance, human resources, materiel management, procurement, contracting, property and facilities management. Duties include, but are not limited to:

- financial support services (preparing expense claims and invoices for payment; tracking expenses via spreadsheet; receiving and recording revenues, etc.);
- HR support services (preparing documents for hiring competitions; preparing and processing new hire paperwork; reviewing and auditing HR requests in HR management system, etc.);
- maintaining office equipment and office supply stock, ordering supplies and equipment as needed;
- responding to service requests from clients, including property/facility requests and basic IT queries;
- managing the mission’s central filing system by being a digital Information Management Champion;
- providing some front-line client service (receptionist services, switchboard operation and upholding security access policy);
- 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.

- A degree from an accredited college or university;
- OR a minimum of 2 years of relevant experience and training related to the duties and specific areas of competencies required by the position: budget management, human resources administration, property and material program administration, procurement, IT support and information management.

- Fluency in English (oral and written)

- At least two (2) years of experience providing administrative support services to a diverse team in a professional office environment;
- Experience preparing financial documents for payment and tracking budgets;
- Experience providing advice and guidance to clients in a front-line client service role;
- Experience in IT troubleshooting and providing training.
- Experience in Microsoft Office including Word, Excel and Outlook.

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 in-person, remote or recorded interview, a role-play, practical tests, a presentation and/or psychometric assessment.

- Knowledge of general administrative principles, including, but not limited to, information management principles, office organizational procedures, generally accepted meeting, email & phone etiquette, etc.;
- Knowledge of and proficiency in computer software and systems, including Microsoft Office Suite;
- Knowledge of budget management procedures.

- Communicate effectively in English orally and in writing;
- Provide excellent client service;
- Establish and maintain effective relationships with both internal and external clients at all levels in an organization;
- Manage multiple competing demands, organize time, and work effectively to meet deadlines.

Personal Suitability:
- Effective interpersonal skills;
- Strong organizational skills;
- Sound judgment;
- Adaptable and flexible;
- Highly collaborative working style;
- Confidentiality (ability to keep sensitive information on a need-to-know basis).

Asset Qualifications:
- Experience in using SAP
- Fluency in French (both oral and written)

Organizational Needs:

Operational Requirements:
Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.5 hours per week. Current operational hours are 8:30-4:30 with an unpaid 30-minute lunch break. The incumbent may be required to work overtime on an as-needed basis.

The position requires a willingness and ability to work occasional overtime on evening and weekends, as required.

Condition(s) of Employment:
- Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and
- Have authorization to work in the United States in a foreign mission (US Citizens, Legal Permanent Residents or A, G or NATO-2 category visa-holders);
- All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated against COVID-19 as a condition of employment and to attest that they are fully vaccinated against COVID-19 prior to their starting date unless accommodation measures are granted.

Area of selection:
This selection process is open to internal and external applicants who are legal residents or citizens of United States, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Consulate General of Canada in Dallas, USA 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor.

Important Notes:
Special Request from Mission / Additional Comments:

The Consulate General of Canada in Dallas is an equal opportunity employer, actively looking to increase diversity in our office and we encourage applications from diverse segments of the community. The Consulate is committed to conducting inclusive, barrier-free selection processes. Candidates will be considered on merit regardless of their ethnic background, race, religious affiliation, marital status, family status, disability, gender identity or expression, age, or sexual orientation. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture.

Candidates will receive a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at the following link


How to apply:
- Applications will only be considered when received through our Job Opportunities Portal (
- Candidates are required to upload a CV and cover letter in English or French.
- Applications which do not include the requested documents or information will be rejected.
- Any additional information must be included as part of these two attachments.
Candidates who are unable to submit their application due to technical difficulties must report these to prior to the closing date. Failure to so will result in the application being rejected.

Important Notes:
- Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our 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).
- 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 must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
- The Government of Canada does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
- The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the missions. This list might arise in the 12 months following the completion of this recruitment process.
- Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
- Later in the process, reference checks will be sought for candidates who succeeded all of the assessments.
- 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 with accommodation needs.

Sorry, this vacancy is closed.

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