Common Services Assistant

Summary of Duties:

• Answering the phone, directing calls to correct recipients
• Monitoring embassy mailbox and directing requests to correct recipients
• Greeting visitors, taking care of guest log
• Assist in organising embassy events including receptions, cultural events, and seminars
• Updating contact and supplier lists
• Research suppliers and request quotes as advised
• Arrange and schedule meetings for embassy staff
• Draft documents and official correspondence
• Undertake other duties as required

 

Area of Selection:

This selection process is open to external applicants legally residing and authorized to work in Finland at the time of appointment, and to employees of the Embassy of Canada occupying an indeterminate or term position, including emergency employees.   

Please note that the Embassy of Canada to Finland 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 relevant field from recognized university 

 

Language:

• Advanced fluency in written and spoken English   
• Advanced fluency in written and spoken Finnish  
  
   

Experience:

• A minimum of one (1) year recent* experience in providing administrative and support services, budgetary administration and analysis
• A minimum of one (1) year recent* experience in coordinating or providing logistical support to official visits, conferences and/or events
• A minimum of one (1) year recent* experience in client-facing work and customer services, working in a reception or related setting
  
  * “Recent” is defined as within the last four (4) 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:

• Working knowledge of budgets and the principles of financial management including the use of Excel for budgeting and financial planning.   

 

Competencies:

• Takes initiative and is action oriented  
• Exercises sound judgement  
• Demonstrates Integrity and Respect 

 

Abilities: 

• Ability to work independently and as a team
• Ability to summarize and analyze information  
• Ability to be organized and prioritize work 
• Ability to communicate appropriately, clearly and succinctly, orally and in writing

 

 

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.

• Knowledge of French (oral/written)
• Knowledge of Swedish (oral/written)
• A minimum of one (1) year recent* work experience in a diplomatic mission and/or international organization
• Experience using SAP as a financial tool
• Basic knowledge of Canada, and the Government of Canada’s international mandates, objectives and priorities including Canadian interests in Finland 
  
  * “Recent” is defined as within the last four (4) years   

 

 

Operational Requirements:

• Working hours 8:30-16:30 with no possibility to remote work 
• Ability and willingness to work overtime when required  
• Willing to travel domestically and internationally as required  
• Normal work-week is 37.5 hours  

 

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 Embassy of Canada to Finland 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 Embassy of Canada to Finland 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.