Assistant – Foreign Policy and Diplomacy

Summary of Duties:

Reporting to the Counsellor (Political and Public Affairs), the Assistant is part of the Foreign Policy and Diplomacy Service (FPDS) Program of the Embassy of Canada in Greece.  

The Program Assistant works closely with the FPDS Officer as well as with other sections of the Embassy and the Consulates of Canada in Thessaloniki and Cyprus.   

The primary duties of the position include:  

Providing administrative support to the FPDS section, including:  

• Performing clerical duties such as drafting reports and letters and preparing charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments, assisting with pre-visit arrangements and hospitality events, receiving telephone calls, correspondence and visitors, making photocopies and managing office supplies.  
• Budget tracking and reporting, including database and information management. 
• Processing payments, maintain records of expenditures, receipts, disbursements, and fund balances, and providing related reports. 
• Arrangement of IT needs (e.g. for videoconferences, presentations, webinars). 
• Supporting procurement processes (e.g. catering, venue and equipment rental, IT rental, hospitality gifts, office supplies, and professional services) 

Supporting advocacy and public affairs by completing tasks such as:  

• Supporting the program with official contacts by preparation of notes verbales and diplomatic correspondence. 
• Event planning and logistics. 
• Management of social media accounts and public enquiries (phone, email and social media), including the preparation of posts and responses, including video, as well as the tracking of usage statistics. 
• Monitoring local media coverage of issues of interest to the Embassy and providing reports. 
• May be required to translate documents and/or interpret for Canada-based staff. 

Candidates should be aware of Canada’s foreign policy, advocacy and objectives. www.international.gc.ca 

Area of Selection:

Open to internal and external applicants who, at the time of application, are eligible to work in Greece and are legal residents of Greece or one of the EU countries as part of the free mobility agreement. Applications must be received by the closing date. 

Please note that the Embassy of Canada to Greece 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 (in Greece: Πτυχίο) from a recognized university. 

Language:

• Excellent oral and written command of one of Canada’s official languages (English/French) 
• Excellent oral and written command of modern Greek 

Experience:

• A minimum of two (2) years of recent* professional experience working in an office environment or in a client service capacity, in an international context.  

*Recent is defined as within the last seven (7) years. 

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:

• General knowledge of the Greek political environment, government departments and agencies. 
• Working knowledge of budget tracking and the principles of financial management.  
• Knowledge of the Microsoft Office suite of software applications (Word, Excel, Outlook Mail) and collaborative tools (e.g., MS Teams). 
• Knowledge of social media account management tools and platforms (Facebook, X, LinkedIn, etc.). 

Competencies:

• Working effectively with others   
• Showing initiative and being action-oriented  
• Thinking things through   
• Demonstrating integrity and respect   
• Resilience and flexibility

Abilities: 

• Ability to plan, organize and prioritize workflow effectively, managing multiple and conflicting demands within tight deadlines. 
• Effective Communication (written and oral).   
• Client service orientation. 
• Ability to conduct research, analyze information, and make recommendations.

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.

• Strong oral and written command of Canada’s other official language (English/French). 
• Bachelor’s degree from a recognized university in Humanities, International Relations, International Business. 
• Experience working in a diplomatic office or international organization.  
• Experience in finance and budget administration, using software and systems required to produce various reports and spreadsheets. 
• Experience managing corporate social media accounts. 
• Experience in one or more of the following: facilitating high-level visits, delegations, event organization or trade shows. 
• General knowledge of current international issues.

Operational Requirements:

• Hours of work will be 37.5 hours/week  
• Availability and willingness to work overtime with short notice, which may include weekends. 
• Ability to travel when required

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.

- Other conditions of employment:

Applicants who are Greek Nationals must have completed their regular military service to be eligible (as applicable).  

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-LDN@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 and 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 Greece 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-LDN@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 Greece 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.