Common Services Assistant Material Management

Summary of Duties:

Important: In launching this recruitment process, the Embassy also intends to build up a pool of eligible candidates for administrative support positions. These positions are not necessarily related to the administration of material assets and may include roles in human resources, accounting, general administrative operations, etc. If you choose to apply, you may be considered for one of these positions. 

Under the supervision of the Embassy's Material Asset Manager, the Administrative Assistant will assume the following administrative responsibilities: 

• Administering the procurement of all materials for the mission (office supplies, furniture, etc.) in accordance with relevant policies and regulations. This notably includes:  

• Planning (including researching), organizing and supervising the receipt, storage, distribution, repair, disposal and replacement of materials. 

• Administering inventory, including monitoring stock levels. 

• Administering the financial and accounting aspects of the material management program. 

• Performing other tasks related to Embassy programs or operations, as required. 

 

Area of Selection:

This position is open to candidates who have the right to reside and work in Algeria as an employee on a permanent basis, as well as to all employees of the mission occupying an indeterminate or determined position and to employees hired in emergency situations, who have all the essential qualifications and whose applications are received before the closing date.  

The Embassy of Canada does not sponsor or in any way assist individuals in obtaining residence or work permits. 

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.

• University degree in a relevant field (e.g. management, administration, accounting)
   

Language:

• An advanced level of proficiency in French (reading, writing, comprehension and speaking)
• Intermediate proficiency in Arabic (reading, writing, comprehension and speaking)

 

1.Purchasing/procurement administration

2.Inventory management  

3.Accounting and financial administration

• Significant experience** in the use of enterprise software (SAP, etc.)
• Significant experience** using a wide range of software, including Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, etc.)  

*Recent experience means experience acquired within the last seven (7) years.

** Significant experience means experience in a wide range of related functions.

 

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 general administrative principles, including information management, office organization procedures, drafting and formatting documents, handling correspondence (letters, e-mails) and filing
• Excellent command of office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Knowledge of budget management procedures

 

Competencies:

• Effective communication
• Ability to provide excellent customer service
• Informed judgment
• Ability to work in a team  
• Organizational skills, including prioritization, planning, time management and attention to detail
• Autonomy and initiative
• Ability to analyze and synthesize data and information effectively

 

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.

• Work experience in a diplomatic mission, an international organization or a body with a similar profile
• Experience in human resources and logistics management
• Familiarity with the Algerian market for office supplies, furniture and other materials
• A basic level of proficiency (reading, writing, comprehension and speaking) in English  

 

Operational Requirements:

• Willingness and ability to work occasionally outside normal working hours and/or on weekends
• Working hours: 37.5 hours per week

 

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 that apply specifically to the Administrative Assistant working with the material asset management team: *  

• Possession and maintenance of a valid driver's license (required for travel to inspect materials, retrieve items, etc.). 

• Physical ability to lift up to 20-23 kg to handle equipment with ease. 

• Ability to work in dusty, confined areas (with provision of appropriate personal protective equipment). 

 *If you are specifically interested in the position of Administrative Assistant working with the team that manages material assets, it is mandatory to meet these other conditions of employment. 

If you do not meet these other conditions of employment and would like to be considered only for the pool of candidates for roles in human resources, accounting, general administrative operations, etc., please specify this in your CV and cover letter. 

 

Special Request from Mission / Additional Comments:

• Important: In launching this recruitment process, the Embassy also intends to build up a pool of eligible candidates for administrative support positions. These positions are not necessarily related to the administration of material assets and may include roles in human resources, accounting, general administrative operations, etc. If you choose to apply, you may be considered for one of these positions. 

If you have any questions about the process, please send an e-mail to ERP-e-recrutement-BREU@international.gc.ca.  

 

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 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 Algeria 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 Algeria 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.