Common Services Assistant – (Administrative Assistant)

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The Embassy of Canada to Colombia is pleased to announce an anticipatory staffing process for Administrative Assistant (Common Services Program Assistants) positions, at the LE-A2 level. 
The results of this selection process will be used to establish a pool of qualified candidates for future staffing needs for several sections within the Common Services Program, and within other Programs and Sections at the Embassy, at same classification level (LEA2). These positions may be temporary, term (short-term) or indeterminate (permanent), either on a part-time, or full-time basis for openings across the Embassy.  

 

Summary of Duties:

Under the general supervision of a Deputy / Management Consular Officer, or Common Services Officer, the Common Services Assistant (CSA) could be responsible for:

• The provision of a wide range of administrative support services such as real property, property maintenance, material management, contracting and procurement, human resources, protocol, IM/IT, transportation services, fleet management, accounting and finance.
• Researching, compiling, inputting and maintaining financial data in departmental electronic systems, responding to service requests from clientele within the mission and supporting operations in a regional context.
• Assisting the property program in the delivery of services related to the procurement and maintenance of the Embassy premises, official residence and staff quarters.
• Coordinating, organizing and implementing the contracting and purchasing of all material for the Embassy including furniture and office equipment, as well as its receipt, verification, storage, distribution and disposal.
• Gathering data and providing support for the development and presentation of budgets for various areas related to Common Services (such as leasing, operation and maintenance of all Crown-held properties, material, etc.).
• Preparing and processing payments, including payroll and other payments to employees, reimbursements, claims, etc.  
• Possible supervision of a small team (general support staff).
• Performing other administrative duties, as required.

By facilitating day-to-day operations, these roles contribute to the smooth functioning and success of the Common Services Program in its various areas of specialization, including accounting, human resources, contracting, protocol, procurement, property management / maintenance services, etc.).

 

Area of selection:

This position is open to: 

1. Locally-engaged staff of the Embassy of Canada to Colombia who meet all the essential qualifications
2. Spouses/dependents of Canada-based staff who meet all the essential qualifications
3. Members of the public who meet all the essential requirements and who currently possess the right to work and who currently are living in Colombia.

Please note that the Embassy of Canada to Colombia 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. 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.

 

When you apply for the position, please make sure to use a personal email address (not corporate or educational email).

• 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.
• Please do not include personal data such as age, date of birth, gender, marital status, family status, religion or a picture in your application form. 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. 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 are required to upload a CV 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 those 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 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 to save 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

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resumés and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments. 

 

Education

This position requires:

• A bachelor's degree from a legally registered post-secondary institution.
  

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

• Applicants must have at least two (2) years of experience in performing duties relevant to the positions available, including office management practices, administrative duties and dealing with internal and external clients and suppliers. 

Language

The following languages and proficiency level are required for this job. 

• Advanced fluency in spoken and written English or French
• Intermediate level of Spanish. 

 

Rated Requirements 

The Rated Requirements relating to knowledge, capabilities and competencies will be assessed for candidates who meet the Education, Languages and Experience. Methods of assessment may include, but are not limited to, a written test, an oral interview, role-play, practical tests, presentations, reference checks, or any combination of these methods. All qualifications must be met. 

• Microsoft Office applications (word processing, presentations, spreadsheets, Outlook, SharePoint, Power BI, etc.).
• Office organizational principles, filing, inventory control, and office management in general.
• General administrative processes (travel arrangements, expense claims, budgets, procurement/purchasing, payroll, petty cash, and others).
• Local entities and contacts related to the position’s duties and responsibilities.

Competencies

•  Strong client service orientation  
•  Adaptability and flexibility   
•  Effective interpersonal relations and respect   
•  Sound judgement    
•  Sound ethics and integrity   
•  Focus on quality and details   
•  Analytical thinking and problem solving   
•  Initiative and action orientation
•  To communicate fluently and effectively in English or French, with ability to draft emails, reports and briefings, etc.
•  To establish priorities, manage workload and perform effectively under pressure and within tight deadlines.  

*For more information on competencies: Competency Dictionary

 

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

• Ability to work in both of Canada’s official languages (English and French).
• Previous experience working with databases, SAP, or any other financial system.
• Previous experience supervising staff.
• Additional studies and/or certificates in any of the areas and fields required for the position. Proof of completion will be required.
• Previous experience working for a Diplomatic Mission, international organization or other similar ((i.e. UN, World Bank, UNICEF) or other similar.
  
  

Organizational Needs

EVERYONE IS WELCOME
The Government of Canada is dedicated to building an inclusive workforce that comprises individuals who have an array of identities, abilities, background, culture, skills, perspectives, and experiences that are representative of Canada's current and evolving population. We are passionate about fostering a workplace where all people feel welcome, can reach their full potential, and contribute their unique perspectives and experience to the success of the team. 

 

Operational Requirements 

• Hours of work: Normal hours of work for full time positions are in accordance with Locally Engaged Staff Terms and Conditions of Employment, which is 37.5 hours per week. 
• Overtime occasionally on demand and as required at peak times of the year and on ad hoc basis throughout the year.
• Location of work: Work is normally performed on-site. The Embassy does not provide telework arrangements.
• Travel in or near Bogota or beyond, including internationally, may occasionally be 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. 

 

Important Notes

Carefully review the following:

• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.
• 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 or 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.
• Please note that the Embassy of Canada to Colombia 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.
• 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 (a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an exam by removing barriers related to their specific needs). 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 Colombia, 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.