Anticipatory - Program Assistant

 

Summary of Duties:

Applicable to all embassy program duties:

• Tracks budgets and makes recommendations on travel arrangements.
• Maintains a network of operational contacts with local and foreign governments, service providers, suppliers, organizations and agencies, and local industries to gather information to ensure the mission's compliance with procedures and regulations.
• Prepares standard documents and forms on different systems for different recipients.
• Provides advice and information to internal and external clients based on the use or adaptation of standard rules, practices and procedures pertaining to various types of requests.
• Responds to routine enquiries for documentation or information related to area(s) of responsibility from internal or external clients, makes referrals to the appropriate party.
• Coordinates meetings, events, schedules or travel.
• Researches and compiles data/information, verifies submitted documents for completeness/accuracy, identifies and resolves discrepancies.
• Enters data in computerized systems and maintains records, files, lists, and databases.
• Supports and coordinates meetings and events related to the program and HQ missions.
• Contributes to embassy social media platforms and monitors relevant channels.
• Clerical duties such as making photocopies, receiving telephone calls and visitors and preparing material such as reports, letters, and charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments and assisting with pre-visit arrangements and hospitality events.
• Supports program manager and program staff in other functions as required by the program and within the scope of LE-A2 Job Descriptions for respective program areas.

Specific to Immigration Unit:

Under general supervision of the Migration Program Manager or an Officer, supports the delivery of Immigration, Refugees and Citizenship Canada’s (IRCC’s) Programs through furthering the processing of applications using procedural expertise, assisting an Officer in reporting and liaison, program integrity, Visa Application Centre (VAC) governance, promotion and recruitment activities or other support to clients.  Requires a developed knowledge of established guidelines and procedures. Exercises initiative in organizing work, tracking resources, and resolving difficult problems.  Includes the following but not limited to:

• Screens documentation, applications and files; reviews for completeness and accuracy; identifying discrepancies; obtaining and reviewing data; seeking out missing or relevant information.  Assesses problematic cases and researches internal/external sources to resolve problems or discrepancies and supports program integrity.
• Enters and validates information in departmental on-line systems; reviews applications and documents; identifies shortcomings including incomplete applications, missing, or irregular information.
• Maintains filing system, uses internal systems and accesses departmental websites to search or track information.
• Provides information to officers, clients, stakeholders, both internal and external, on topics such as, application requirements, guidelines, local environment, and use of electronic support systems.   Provides advice to supervisor or manager on improvements to operating procedures.
• Plans for and guides support staff in the delivery of operational and processing services related to such areas as information management, electronic or hard copy, file creation, general application processing support.

 

Area of Selection:

This position is open to candidates who have the right to reside and work in Lebanon, who meet the essential qualifications, the conditions of employment and whose applications are received before the closing date.

This is an anticipatory competition, it will be used to fill vacancies on a term and indeterminate basis in any embassy unit, for up to 24 months following its conclusion.

Please note that the Embassy of Canada to Lebanon 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.

• • • Bachelor’s degree from a recognized university or an acceptable combination of education (minimum high school diploma) and professional experience (minimum 4 additional years of the experience requested, working at an embassy, or international organization or government agency).

Language:

• • • Fluency in English (oral, reading comprehension and writing).
    • Fluency in Arabic (oral and reading comprehension) and intermediate level (writing).
    • Intermediate oral French.

Experience:

• • • Minimum of 12 consecutive months of administrative experience, within the last (3) years working in a diplomatic, international organization or government agency. 

 

RATED REQUIREMENTS 

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/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• • • Knowledge of administrative office procedures.
    • Knowledge of computer applications including Microsoft Office (Word, Excel, Outlook) and internet browsers.

Competencies:

• • • Values and ethics.
    • Focus on quality and details.
    • Adaptability and flexibility.
    • Client focus.
    • Teamwork and cooperation.
    • Judgement.
    • Effective interactive communication in Arabic (oral, reading comprehension and writing).
    • Effective interactive communication in English (oral, reading comprehension and writing).

Abilities:

• • • Ability to type, enter and verify data in an electronic system with speed and accuracy.
    • Ability to set priorities, plan and organize work.
    • Ability to accurately review and sort information.

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.

FOR MULTIPLE PROGRAMS 

• • • Knowledge of the policies and procedures of one or more of the following programs: Immigration, Consular, Readiness, Development, Foreign policy and diplomacy, Common services.
    • Fluency in French (oral, reading comprehension and writing).

FOR MIGRATION PROGRAM

• • • Ability to communicate in other regional languages (candidate must specify in their applications which other language they are familiar with).
    • Ability to analyse data in order to discover trends and patterns.

Operational Requirements:

• • • The willingness and ability to work overtime may be an operational requirement, as work schedule is subject to change.
    • Willing to work in a high-pressure environment.
    • Respect set work hours and show flexibility with assigned duties.

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 Reliability Status (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 English.
• 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 Lebanon 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 Lebanon 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.