Common Services Assistant

Summary of Duties:

Under the general supervision of the Program Manager, the administrative assistant provides support to the Common Services Program Manager and the First Secretary of the same service. The assistant provides numerous services to other teams (property & materials, finance, human resources, logistics, transport, protocol, security, and preparation) as well as to Canadian diplomats from other embassy services.

Typical duties include:

Acting as the point of contact with the Moroccan Ministry of Foreign Affairs regarding the privileges and immunities of Canadian diplomats.

Coordinating the sending, receiving, and archiving of the Embassy's diplomatic notes and producing diplomatic notes on a variety of subjects.

Managing and coordinating the VAT refund program for Canadian diplomats.

Coordinating meetings, events, schedules, or travel for the Program Manager and the First Secretary of the Common Services Program.

Coordinating the submission of documents to be processed for Canadian diplomats and related to the management of the Foreign Service Directives (FSD).

Supporting management in projects and visits.

Managing databases (both electronic and paper).

Supporting the Program Manager in various functions related to program management or on various projects.

Coordinating the sending and receiving of the embassy's diplomatic bags.

Other related tasks.

 

Area of Selection:

This selection process is open to external candidates legally residing in Morocco at the time of appointment, as well as to embassy employees holding a term or indeterminate position, including emergency employees. Candidates must be legally authorized to work in Morocco.

Please note that Embassy of Canada to Morocco and Mauritania 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 from a recognized university (minimum BAC+3) OR

An equivalent combination of education and experience in an administrative position.

 

Language:

Advanced level of French (oral, written, comprehension).

Advanced level of Darija (oral, written, comprehension).

Basic knowledge of English (oral, written, comprehension).

 

Experience:

Minimum of 24 months of relevant professional experience in the last 4 years in an administrative support or program support environment in an office setting. Candidates must identify the type of administrative support provided, as well as the exact periods when the work was performed.

Experience in drafting letters and notes for partners, clients, and/or government authorities.

 

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:

Advanced knowledge of common office software tools, including the MS Office suite.

 

Competencies:

Initiative and action-oriented;

Judgment;

Adaptability and flexibility;

Attention to detail;

Professional integrity (values and ethics);

Teamwork and collaboration.

 

Abilities: 

Ability to organize, prioritize, meet deadlines, and work under pressure;

Ability to work effectively within a team, independently, with supervisors, and with other colleagues;

Ability to manage, monitor, and proactively organize administrative files of various natures;

Ability to communicate effectively both in writing and orally.

 

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.

Excellent command of English (oral, written, comprehension).

Experience working with a financial system such as SAP/IMS or others.

Experience using an information management system or database.

Experience within a diplomatic mission or international organization.

Experience managing a high-level visit or event.

Advanced knowledge of Microsoft Office Online suite (SharePoint, Teams, MS List, etc.).

Active Enhanced Reliability/Security clearance from the Government of Canada.

 

Operational Requirements:

Normal working hours are 37.5 hours per week.

Overtime may be required on short notice.

Depending on the position, tasks may need to be performed outside of normal working hours (i.e., evenings and weekends or in emergency situations).

Depending on the position, overtime may be required.

Ability to work on Moroccan public holidays when the embassy is open.

 

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:

Probation: The position is subject to a one (1) year probation 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-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 .
• 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 Embassy of Canada to Morocco and Mauritania 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 Embassy of Canada to Morocco and Mauritania 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.