Program Assistant - Open Competition

Position description

Position Title: Program Assistant

Classification: LE-05

Section: Various

Position: Unspecified

Employment: Indeterminate, Term or as an Emergency employee. Full time.

Eligibility: Open to all applicants who meet all of the essential qualifications and whose applications are received by the closing date.

Last date to submit application: Sunday April 2, 2017 at 23:59 VET (GMT -4).

Screening requirements

Education: Successful completion of an undergraduate university degree, or acceptable combination of education (minimum 2 years undergrad university studies) and relevant experience (minimum 2 years in an office environment doing administrative work).

Language: Fluency in English or French and Spanish, both written and spoken, is required.

Experience:

Experience in working in an office environment for a minimum of six months, as an administrative assistant or equivalent, performing administrative, clerical, reception type duties.

Job summary

Under the direction of the Section Program Manager, provides administrative assistance to section staff to deliver the core services of the Section Program; coordinates the section’s workflow, contacts, and information management; performs administrative and logistical arrangements for events and social activities in support of priorities; coordinates travel and hospitality events; coordinates payments and tracks expenditures for the Section Program budgets; provides professional quality translations of a wide range of documents; composes and processes routine correspondence; screens and responds to callers and inquiries; researches independently to provide material for reporting by officers and performs other duties as required.

Rated qualifications

Knowledge

Knowledge of office practices and procedures, including filing systems

Knowledge of basic budget management and tracking expenditures using SAP or spreadsheet software

Abilities

Ability to communicate efficiently, both orally and in writing in English or French and Spanish.

Ability to use office automation tools and computer software applications (e.g. Microsoft Word, Excel, Power point, Outlook, etc.), conduct on-line research for information, manage calendars and correspondence and provide support functions such as maintaining and filing tracking systems.

Ability to draft reports, messages, correspondence and general information in both languages.

Ability to monitor, recordkeeping and provide reports on section budgets

Ability to prioritize, manage conflicting priorities within tight deadlines and meet work targets.

Ability dealing with public authorities and high level contacts.

Ability to read and interpret information and formulate accurate responses and recommendations.

Ability to perform tasks with accuracy and attention to detail.

Ability to manage and organize complex files at the same time, using time management skills.

Personal suitability

Client focus

Adaptability and Flexibility.

Effective Interactive Communication.

Teamwork and Cooperation.

Values and Ethics conforming to the Government of Canada’s Values and Ethics Code.

High degree of discretion in handling of sensitive information.

Asset Qualifications

Fluency in both of Canada’s official languages (English and French)

Experience working with a private organization, embassy or international organization in areas related to the job requirements.

Experience drafting official correspondence.

Knowledge of Canada, Canadian culture, values, institutions and interests.

Knowledge of local policies, acts, regulations, governmental institutions, etc.

Experience with managing social media content and corporate social media accounts.

Experience working with budgets, coordinating events and making logistical arrangements, as well as translation of documents into/from Spanish.

Organizational Needs

Qualified candidates, who self-identify as persons with disabilities certified by the local authority, may be given preference.

Operational Requirements

Willingness to work overtime on occasion.

Conditions of employment:

Enhanced Reliability Status

Venezuelan citizen or able to work in Venezuela.

Successful completion of a one year probation period.

The appointment of the successful candidate will be subject to a Reliability Status Check (RS) obtained by Management. To conduct the Reliability Status Check, the candidate must submit the following documents on being selected by the Mission:

Original police clearance certificate;

Original and color copy of national identity card, valid and unexpired;

Original and color copy of passport, valid and unexpired. If the passport is issued by a country other than Venezuela, the candidate will also have to provide a color copy of the valid and unexpired residency visa;

Copy of the Tax Identification Number issued by the Venezuelan Revenue Agency (Registro de Información Fiscal), valid and unexpired;

Original and color copy of a utility bill, issued within the last 30 days. If such document is not available, the candidate will have to provide a residency certificate issued by the local communal council within the last 30 days;

Copy of the current Income Tax declaration form.

Two original letters of reference from a Venezuelan bank, issued within the last 30 days;

Two personal letters of reference written by non-family members within the last 30 days;

Original and copy of professional and educational mark sheets and certificates;

Copy of Canadian Citizenship certificate, if applicable;

Original and copy of Birth certificate;

4 Passport color photos;

Original and copy of the marriage or divorce certificate, if applicable;

Or others as required.

The candidate must provide all of the above described documentation upon request from the Human Resources Section before a letter of offer can be issued. Failure to provide any requested item will automatically void the candidacy.

How to apply

Send your application to: crcashumanresources@international.gc.ca

Please quote competition on your application or in the subject of the email:

CP2017.01 – PROGRAM ASSISTANT

Only applications submitted to the above address and before the cut-off date and time will be considered for screening.

Your application must include:

Resume (max. 3 pages.)

A covering letter (max. 1 page), in English or French only, stating your interest in the position and the reasons why you are a suitable candidate, explaining how your language, education and experience meet the requirements of the position.

Notes:

Only the applicants short-listed will be contacted by the HR section.

will be contacted by the HR section. Written Exams and interviews are intended for the month of May 2017 and/or June 2017.

Start dates may occur throughout 2017 and 2018. Up to one month notice may be given.

The results of this competition will be used to establish an eligibility list of staff for similar openings in the Embassy of Canada in Venezuela that might arise in the 12 months following the completion of this competition. The validity of the eligibility list may be extended subject to the Embassy’s discretion.

Issuance date: Wednesday March 1, 2017