Common Services Assistant

Summary of Duties:

Reporting to the Director of Administration & Consular Services, we are seeking a skillful and adaptive individual to support the Director and the Common Services team in the following areas:

• Administrative Assistant to the Director
• General and Consular reception support
• General support to the Common Services (including IT) and Consular Programs
• General support to the Common Services and Consular Programs
• Support for events and special projects
• Other administrative support as required

Area of Selection:

This position is open to individuals who are eligible to work without restrictions in Taiwan, who demonstrates how they meet all qualifications as outlined in the Statement of Merit Criteria below, and whose applications are received before the closing date, including Canadian Trade Office in Taipei (CTOT) employees. Candidates must be available to participate in any tests and/or interviews at the Canadian Trade Office in Taipei during the competitive process.

 Please note that the CTOT does not sponsor work authorizations or visas directly or indirectly.

The Government of Canada is an equal-opportunity 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.

The Canadian Trade Office in Taipei is committed to conducting inclusive, barrier-free selection processes.

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.

• Successful completion of post-secondary education or an acceptable combination of education, training and work experience related to the position duties.

 Language:

• Proficiency in English, both written and oral
• Proficiency in Chinese (Mandarin), both written and oral

Experience:

• Experience in working with clients (internal or external), partners and stakeholders
• Experience providing administrative support services to a diverse work team in a professional office environment
• Significant** experience with computer applications, including Microsoft Office Suite

 **” Significant” is defined as having the breadth, experience, and knowledge to use shortcuts, formulas, and many other various tools within the suite of programs.

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 or in-person, role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

•  Knowledge of administrative management practices
• Knowledge and proficiency in computer systems, including but not limited to MS Office suite (Excel, Word, Outlook, PowerPoint)

Competencies:

• Client service orientation (Effective interpersonal skills
• Initiative and Action Orientation
• Working with others and horizontal leadership
• Resilience and Adaptability (Problem solving, resourcefulness and flexibility
• Judgement and Discretion (Integrity, prioritization, Values and Ethics in the workplace)
• Thinking things through (attention to details and analytical skills)

Abilities: 

• Ability to draft emails, reports, letters and routine document
• Ability to plan, organize complex logistics and execute daily deliverables with budget management
• Ability to effectively communicate orally and in writing in English and Mandarin

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 French (reading/writing/speaking) Please indicate your level of knowledge of each language in your application;
• Experience working in a foreign office and/or international organization;
• Work experience in employee relocation
• Work experience in accounting and finance;
• Work experience in procurement and contracting;
• Work experience in material, property, and maintenance management;
• Experience in using an information management system such as SAP

Operational Requirements:

• Working hours: 37.5 hours per week, Monday to Friday
• Hours of work: Monday-Thursday: 08:15 to 17:00; Fridays: 08:15 to 12:45 (subject to change)
•  Ability to work overtime, evenings, and weekends during high workload periods and emergencies, often on short notice
• Ability and willingness to travel in the country and/or region and/or further 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 covering the entire employment period.
- Other conditions of employment:

• Must be available to travel domestically and internationally as required. 
• Must be available to work according to the office working schedule 
• Must be available to work occasional overtime outside normal working hours (e.g. early mornings, evenings and weekends) and potentially on short notice.

 

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 are required to upload a CV and 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-MANIL@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 Canadian Trade Office in Taipei 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-MANIL@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• As 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-MANIL@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 Canadian Trade Office in Taipei 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.