Common Services Assistant

Summary of Duties:

The Common Service Assistant (CSA) is accountable for High Commission of Canada specific administrative support services. The position is responsible for the provision of information, documents and a variety of administrative services in support of the following areas:   

• Provides administrative support for the Common Services section. 
• Prepares and provides documents, information, and a variety of administrative services. 
• Maintains financial data. 
• Drafts written correspondence, including diplomatic correspondence. 
• Manages calendars, directories, mailing lists and inventories. 
• Prepares claims for repayment. 
• Researches, compiles, inputs and maintains data in departmental electronic systems.  
• Responds to service requests from clients. 
• Provides support in the administration and in the processing of various types of common services transactions.   
• Coordinates meetings, events, schedules, and assists with travel plans, as required. 
• Coordinates daily local transportation schedules and assists with local transportation requests. 
• Any other duties as required (e.g., may cover for other administrative positions at the Embassy)

 

Area of Selection:

This position is open to internal and external candidates who have the right to reside and work in Nigeria, who meet all the essential requirements stated and whose applications are received by the closing date. 

Please note that the High Commission of Canada to Nigeria 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.

• A bachelor’s degree from a recognized university  

 

Language:

• Advanced level of English (written and oral) 

 

Experience:

• At least 2 years of professional experience providing administrative support services in an office environment within a diplomatic mission, an international organization, an international private sector company, or a non-governmental organization.
• At least 2 years of professional experience providing customer service to clients (internal or external) in person, electronically and via telephone. 
• At least 2 years experience in at least two of the following fields: finance, logistics, human resources, materiel management, procurement, contracting, or property and facilities management. 

 

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 file and information management systems (e.g., Microsoft 365) 
• Knowledge of standard office procedures and practices (including preparation and maintenance of budgets)

 

Competencies:

• Effective interactive communications (oral and writing) 
• Adaptability and flexibility 
• Teamwork and collaboration 
• Focus on quality and details 
• Client orientation 
• Demonstrating integrity and respect 
• Initiative and action orientation 

 

Abilities: 

• Ability to manage time, prioritize multiple tasks and work under pressure
• Ability to think things through  

 

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.

• Working knowledge of French (written and oral) 

 

Operational Requirements:

• Working hours: 37.5 hours per week, Monday to Friday (7.5 hours per day) 
• May be required to work overtime 
• May be required to work outside normal working hours (i.e., evenings and weekends) 

 

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-BRLIN@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 High Commission of Canada to Nigeria 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-BRLIN@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 High Commission of Canada to Nigeria 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.