Anticipatory - Common Services Coordinator (Fleet Coordination and Mail Room)

 

Summary of Duties:

Under the general supervision of the manager or an officer of their respective program, the Common Services Coordinator is responsible for providing coordination and administrative services that include the following functions:

1. Fleet Coordination – Provide mission transportation services, coordinate the efficient maintenance of the vehicle fleet, and supervise and coordinate the daily schedule of common services drivers. Implement transportation service prioritization in accordance with the Mission Transportation Policy. Provide financial support services for the management of fuel, tolls, repairs, and other expenses.
2. Mail room – Provide mail services to the mission, including receiving, sorting, and recording incoming mail for internal pickup or delivery. Manage diplomatic bags, including receiving and sending bags from Paris-area airports.
3. Event Coordination Support – Provide transportation logistics services for events such as official travel, official visits by Canadian government officials and other events as required.

 

Area of Selection:

This staffing process is open to:

• 1. Locally engaged staff (LES) of the Canadian government in Paris (PARIS, PESCO and POECD) with Canadian citizenship (excluding French citizenship) who, as of the end of this job posting, have their principal residence in France and the legal right to work and live in France on a permanent basis as an employee.

OR

• 2. Spouses with Canadian citizenship (excluding French citizenship) of a Canadian based staff on a diplomatic posting in Paris (PARIS, PESCO and POECD) with a Canadian social security number.

OR

• 3. Canadian citizens (excluding French citizens) who live in France, have a Canadian social security number and have their principal residence in France and the legal right to work and live in France on a permanent basis as an employee.

OR

• 4. Canadian citizens with dual citizenship (excluding French citizens) who live in France, have their principal residence in France and the legal right to work and live in France on a permanent basis as an employee.

For these 4 options, the candidates must meet all the essential qualifications stated in this job posting and, potentially, the asset qualifications.

The candidate must obtain and maintain a Canadian government « SECRET » security level.

Please note that the Embassy of Canada to France 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.

 

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.

• • • Diploma of post-secondary education (minimum a French baccalauréat +2) or a post-secondary diploma of a Canadian institution (program of 2 years or more at college or university level).

Language:

• • • Full proficiency in written and spoken French.
    • Good comprehension and expression of spoken and written English.

Experience:

A minimum of 2 years of professional experience within the last five (5) years in an office environment in an administrative support role with tasks such as, but not limited to:

• • • Managing a fleet of vehicles.

AND/OR

• • • Coordinating the schedules and travel of a team under his/her supervision.

AND/OR

• • • Responding to service requests from internal or external clients in accordance with a pre-established order of priority.

AND/OR

• • • Managing an organization's mail service.

AND/OR

• • • Liaising/managing relationships with external partners or suppliers, e.g., local authorities, suppliers of goods or services, protocol services, public services.

 

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating 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/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• • • Knowledge of best administrative practices, including mail management, administrative support and financial monitoring.

Competencies:

• • • Organization and coordination.
    • Judgement and discretion.
    • Demonstrate initiative and be action-oriented.
    • Client-focused approach.

Abilities:

• • • Ability to diligently organize and coordinate the schedule of a team under their supervision.
    • Ability to manage a fleet of vehicles.
    • Interpersonal skills to effectively manage requests with various internal and external partners and obtain expected services and results within a reasonable timeframe.

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.

• • • Professional experience within diplomatic missions or international organizations.
    • Experience in managing mail and diplomatic bags.
    • Experience in planning, organizing, and implementing transportation services for Canadian government officials (Deputy Minister and Assistant Deputy Minister level).
    • Experience in providing high-level logistical support during VIP and/or VVIP visits (Ministers, Prime Minister, Governor General).

Operational Requirements:

• • • Able and willing for occasional duties with overtime hours with or without short notice, outside of normal working hours (i.e., evenings, holidays and weekends) as required by operational requirements.
    • Able to work occasionally with short deadlines and under time constraint.
    • Working hours: 35 hours per week, Monday to Friday.
    • Work on public holidays when the embassy is open.
    • Open workspace environment.

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.

• • • Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.
    • Security screening: Obtain and maintain a Secret Clearance (Canadian Citizens only) (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

 

How to Apply

• 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.
• Do not include personal data such as: age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-BREU@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

 

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 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.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Embassy of Canada to France does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• 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.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• 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-BREU@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 at the Embassy of Canada to France which might arise following the completion of this selection process.
• Please note that Canadian citizens working at the Embassy of Canada in France are considered as fiscal non-residents and must pay their income taxes in Canada and their social security contributions in France. It is the candidate's responsibility, and not the Embassy, to inquire with the Canadian Revenue Agency and the appropriate French authorities about any possible fiscal incidence of a position with the Embassy of Canada in France.