Administrative Assistant – Receptionist (2 positions: 1 CDMX; 1 GDL)

Selection Process Nº: 182146-6

Salary: MXN 316,627 per year before taxes (fixed salary, subject to annual increments) + competitive benefits package

Contract Type: Indeterminate, Full time (37.5 hours per week)

Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Mexico.

Job Function: Administrative

Classification: LE-A2

Location: Consulate of Canada in Guadalajara (1 position); Embassy of Canada in Mexico City (1 position)

Number of Vacancies: 2

Closing date for application: 12 July, 2024 at 23:59 (Eastern Time, CANADA Time Zone)

Our deadlines are based on EST Canada time zone. Please use an online "time zone converter" to identify the specific closing hour in your country.  

 

Please consider that our application form has several pages to be filled, therefore, please take the time to complete it and correctly submit your application within the deadline 

 

Summary of Duties: 

We are looking for an organized and resourceful person to serve as the first point of contact for visitors/clients of our Consulate. In this role you will be accountable for:  

  • Welcoming visitors in English, French and Spanish (by phone or in person), and connect them to the appropriate staff
  • Providing a friendly service to anyone that walks in or calls the Consulate and Embassy.
  • Scheduling and confirming appointments, meetings and travel arrangements including meetings within the consulate and providing related back-up support to other consulate teams.
  • Receiving / sending mail and courier deliveries
  • Informing employees of visitors’ arrivals or cancellations, and provide appropriate access according to security protocols
  • Monitor a corporate mailbox and provide initial guidance to queries from the general public
  • Copy, file, and maintain paper or electronic documents as required (e.g. payments, invoices, internal forms, etc.)
  • Supporting the overall work of the section and performing other program related duties, as required (in the case of the Consulate of Canada in Guadalajara, this involves providing limited support to the Consular Program to assist Canadian citizens). 

    

Area of selection/Eligibility: 

This position is open to people currently residing and legally able to work in Mexico (or who can get a work permit by their own means before an appointment).  

Please note that the Embassy of Canada to Mexico and the Consulate of Canada in Guadalajara does not sponsor work authorizations directly or indirectly; and does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs. 

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. 

 

How to Apply 

Only candidates who follow the steps below will proceed into the next stage of the staffing process:  

  • You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date. 
  • When you apply for the position, you must use a personal e-mail address (not a corporate or educational e-mail).  
  • Do not include personal data such as: age, date of birth, gender, marital status, family status, religion or a picture in your application form nor CV. Please only include information relevant to the vacancy as requested in the job poster. 
  • You must provide concrete and detailed examples that clearly explain where, when, and how you gained and meet the experience and education factors listed in the essential qualifications.  The Embassy of Canada to Mexico neither the Consulate of Canada in Guadalajara will not seek additional information nor make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient and may result in your application being rejected. 
  • Candidates must upload a CV in English or French. This document may be used as a secondary source to validate the answers to the screening questions. Applications which do not include all the requested documents, that fail to properly answer the screening questions, and/or not completed by the closing date will be rejected. 
  • Candidates who are unable to submit their application due to technical difficulties must report these to the help desk chat located at the bottom of the Application Form, nevertheless, any incomplete application after the closing date will be rejected. 
  • Candidates are responsible for saving a copy of the job poster for future reference (please note it won’t be available after the closing date and the recruitment team won’t be able to provide a copy).   

 

Essential qualifications  

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience. 

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications. 

*Language will be assessed further during the process. 

 

Education: 

Candidates will be required to provide proof of the completion of their education. 

  • High school diploma or higher level from a legally registered institution. 

 

Language: 

 

Experience: 

Six months or more recent* experience working for a private or public organization, or as a freelancer, providing client service (e.g. dealing with the public in person, by telephone, and/or electronic messaging) 

*Recent is defined from June 2018 onwards 

 

Rated qualifications  

The Rated Requirements are part of the essential qualifications and relate to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online, pre-recorded or in-person), and reference checking. All qualifications must be met. 

 

Knowledge: 

  • General knowledge of administrative / office procedures and practices (including but not limited to: record-keeping, information management, drafting letters or reports)   
  • Knowledge of software systems required to produce correspondence, and databases (MS Office, Outlook, etc.)   

 

Competencies 

  • Judgement and discretion 
  • Effective interactive communication (oral and written in the essential languages)
  • Organization and Coordination 
  • Thinking things through
  • Initiative and action orientation
  • Client Orientation
  • Working with others and horizontal leadership 

Click here for a brief description of each competency 

 

Asset Qualifications 

Preference may be given to candidates who meet one or more of the Asset Qualifications. Candidates must clearly demonstrate in their application and, as required, during the selection process, how they meet any of the following asset qualifications: 

  • Advanced (similar to C1 in the CEFR) written and spoken proficiency in English AND French.  
  • Experience within a diplomatic mission or an international organization (e.g., UN, World Bank, UNESCO, and similar)      
  • Experience as a receptionist or executive assistant in a public / private / non-profit organization) 
  • Knowledge of administrative support (e.g. preparing correspondence and other briefing products, managing a calendar and/or scheduling meetings) 
  • Experience dealing with foreign clients and/or handling visa/passport applications 

 

Operational Requirements 

  • Willingness to work overtime, often on short notice; 
  • Availability to work on Mexican holidays when the Embassy of Canada to Mexico and the Consulate of Canada in Guadalajara are open; 

 

Conditions of Employment 

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position. 

  • Hold a valid work authorization covering the entire employment period   
  • Security screening: Obtain a Reliability Status (security level) from the Government of Canada, which includes a criminal and credit background check (will be started once the staffing process is completed and may take ~4 weeks). 

 

Important Notes 

  • Only applications submitted in one of the official languages of Canada will be accepted (English or French). 
  • The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English, French and Spanish. 
  • 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. 
  • Reference checks may be sought for candidates who are successful in all of the assessments. 
  • Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
  • We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-MXICO@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
  • The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time, or full-time openings in Mexico (country) which might arise following the completion of this selection process.
  • For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.
  • The tentative start date of this position is August 2024; however, some delays may occur during this selection process.