Common Services Assistant

Our deadlines are based on Eastern Standard Time (EST), Canada. Please use an online "time zone converter" to identify the specific closing hour in your country.   

Please consider that our application form has several pages to be filled, therefore, please take the time to complete it and correctly submit your application within the deadline.

 

The Consulate General of Canada in São Paulo is pleased to announce a staffing process to build a pool of qualified candidates for the generic position of Administrative Assistant in the Common Services Program (LE-A2 level).

Immediate need for staffing

From the pool of qualified candidates, the organization will immediately fill a full-time position to replace an employee who is temporarily assigned to other duties.

The initial appointment could be for a period of less than two years and could be extended only once, provided that the total duration of the appointment does not exceed two years.

Please note that for this immediate need, proficiency in three languages (English, French and Portuguese) is required. See the "Language Requirements" section for more information.

However, bilingual candidates (English or French and Portuguese) are also encouraged to apply and may be considered for future staffing needs.

 

Background

The Common Services Program is responsible for the effective and efficient management of the Consulate through the provision of high-quality common services to the Government of Canada's international network of diplomatic missions.

The main areas of responsibility include:

• Real estate;
• Building maintenance;
• Materiel management;
• Contracts and procurement;
• Accounting and finance;
• Human resources;
• Protocol;
• Information Management and Information Technology (IM/IT);
• Transportation services and fleet management;
• General administrative support to the programs.
  

 

SUMMARY OF DUTIES:

Under the general supervision of a Management Consular Officer (MCO), a Deputy MCO or a Common Services Officer, the Common Services Assistant may be required to perform some of the following duties:

• Provides a wide range of administrative support services in the areas of real property, maintenance, materiel management, human resources, protocol, IM/IT, transportation, fleet management, accounting and finance.
• Research, compiles, enters and maintains financial data in departmental electronic systems.
• Respond to service requests from internal mission clients and support operations in a regional context.
• Supports the real property program in the provision of services related to the acquisition, maintenance and management of mission accommodation and staff quarters.
• Coordinates and implements purchasing and procurement activities, including office furniture and equipment, as well as receiving, verifying, storing, distributing and disposing of them.
• Collect data and contribute to the development and presentation of budgets related to the various common service areas.
• Prepare and process payments, including payroll, refunds, and various claims.
• Supervises a small team of support staff as required.
• Perform any other administrative duties as assigned.
  

By supporting day-to-day operations, this position contributes to the smooth functioning and success of the Common Services Program in its various business lines, including accounting, human resources, contracting, protocol, procurement and property management.

AREA OF SELECTION:

This selection process is open to all applicants, who are residing and legally authorized to work in Brazil, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years of age, who meet all the essential qualifications and whose applications are received by the closing date.   

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.

 

HOW TO APPLY

Only candidates who follow the steps below will proceed to the next stage of the staffing process: 

• 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.
• Applications which do not include all the requested documents or information and/or which are not received by the closing date will be rejected.
• You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box. Global Affairs Canada cannot make any assumptions about your studies nor experience. No additional information will be sought beyond what you submit in your online application. 
• When you apply for the position, you must use a personal e-mail address (not corporate or educational e-mail). 
• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder. 
• 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. 
• Do not include personal data such as: age, date of birth, gender, marital status, family status, religion, or a picture in your application form. Only include information relevant to the vacancy as requested below. 
• 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:

• University degree in a field relevant to the position*, including: 
  o    Business Administration;
  o    Finance;
  o    Accounting;
  o    Human resources;
  o    Political Science;
  o    Or any other related field.
  

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

Note: This requirement may also be met through a combination of post-secondary or technical education and at least three (3) years of full-time work experience as the one stated on the Experience section. 

 

Language requirements for immediate staffing need*

The following languages and proficiency level are required for this specific position.  

• Advanced proficiency (CEFR level C1 or equivalent) in English or French, oral and written;
• Intermediate proficiency (CEFR level B1 or equivalent) in Canada's other official language (English or French), oral and written;
• Fluent Portuguese, both oral and written (level C1 or higher).

 

Generic language requirements for future needs*

• Advanced proficiency (CEFR level C1 or equivalent) in English or French;
• Fluent Portuguese, both oral and written (level C1 or higher).
  

*Language skills will be assessed at different stages of the process.

 

Experience

In order to perform the duties relevant to this job, the following experience is required:

• Minimum of two (2) years of experience in functions related to administration, office management, administrative support and relations with internal and external clients or suppliers in the public, private or not-for-profit sectors. 

 

RATED QUALIFICATIONS 

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 or in-person, role-play, practical tests, presentations and/or psychometric assessment. All qualifications must be met.

Knowledge

• Microsoft 365 ecosystem: Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint;
• Electronic Document Management and Information Governance;
• Administrative technologies, artificial intelligence and automation tools;
• General administrative processes (travel, claims, budgets, purchasing, petty cash, etc.);
• Local organizations and partners related to the responsibilities of the position.

Competencies

• Customer orientation;
• Resilience and adaptability;
• Digital culture and resourcefulness;
• Initiative and sense of action;
• Judgment and discretion;
• Effective communication;
• Ethics and integrity;
• Attention to quality and detail.

*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

• Proficiency in both of Canada's official languages;
• Membership in an underrepresented group or work experience related to diversity and inclusion issues;
• Experience supervising staff;
• Relevant additional education or certification;
• Experience in a diplomatic mission or international organization;
• Knowledge of the SAP financial system.

 

OPERATIONAL REQUIREMENTS

• Hours of Work: Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week.
• Willingness to work casual overtime on short notice.
• Work mainly carried out on-site at the Consulate;
• Occasional trips to São Paulo, Brazil or abroad.

 

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:

• Please note that the Consulate General of Canada, São Paulo does not sponsor work authorizations directly or indirectly.
• 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).
• 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 Consulate General of Canada, São Paulo 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 Consulate General of Canada, São Paulo, 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.
• We strongly encourage applications from individuals from underrepresented groups, including Indigenous peoples, persons with disabilities, members of the LGBTQI+ community, and other equity-seeking groups.