Consular Assistant

Selection Process Nº: 237725-6

Salary: Php 612,710 per annum, plus bonuses and benefits, non- negotiable (as per Terms of Conditions of Employment for Locally-Engaged Staff in the Philippines)

Contract Type: Term (Full-time)

Term Details: This position is a Locally Engaged Staff term position with an end date of March 2027. Successful candidates could be considered for an extension or indeterminate position, subject to availability.

Job Function: Administrative

Classification: LE-A2

Location: the Embassy of Canada to the Philippines

Number of Vacancies: 1

Closing date for application: 27 May, 2026 at 23:59 UTC/GMT +8:00

Summary of Duties

 

The role of the Management and Consular Operations Community of Practice is to enable the Vienna Conventions at missions abroad and provide a range of consular operations services for the assigned area of accreditation, assistance to Canadians abroad who may find themselves in distressing situations, legal and notarial services; and services related to the passport and citizenship programs.

 

This position provides comprehensive administrative support to ensure the efficient delivery of consular, passport, and citizenship services to the Canadian public.  

 

Key responsibilities include but are not limited to:

 

  • Managing Communications: Handling internal and external communications and correspondence to ensure effective information flow and client service.
  • Maintaining Records: Creating, managing, and maintaining accurate and up‑to‑date files, records, and documentation in accordance with departmental information management and security requirements.
  • Application and Documentation Processing: Receiving, screening, and reviewing applications, supporting documentation, and files for completeness and accuracy, including mail triage, tracking, and distribution.
  • Systems and Data Management: Entering, validating, and maintaining information in departmental online systems, including the collection, recording, and reconciliation of consular and passport fees in accordance with established procedures.
  • Supporting Program‑Specific Initiatives: Assisting with the implementation and monitoring of consular, passport, and citizenship program activities and operational projects. 
  • Operational Support: Supporting day‑to‑day operations across various areas of specialization, including consular services and emergency management, as required.

 

Area of Selection

This selection process is open to all applicants legally residing and authorized to work in the Philippines at the time of appointment, including Embassy employees, and dependents of Canada-based staff over 18 years of age, who meet all the essential qualifications and whose applications are received by the closing date.  

 

Please note that the Embassy of Canada to the Philippines 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.

 

  • Graduate from a recognized university with a bachelor’s degree; OR A combination of studies and a minimum of 3 years of relevant experience in one or more of the following fields: service delivery to the public, consular, citizenship, passports, case management related to persons in distress, emergency management, personnel management, public administration etc. 

 

Note: Candidates will be required to provide proof of their education

 

Language

The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels.

 

  • Advanced fluency in English (reading, writing, speaking)

 

Experience

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

 

  • Minimum of 2 years ofwork experience in an office environment; 
  • Experience using computer systems in a network, (e.g. MS Office suite, MS365) environment and managing electronic information and/or data base;
  • Experience providing effective direct client service (e.g. in‑person, telephone, and/or written service) in a time‑sensitive environment.
  • Experience in handling sensitive and/or confidential information. 

  

COMPETENCIES 

All competencies will be assessed. All competencies must be met prior to appointment. 

Methods of assessment for competencies 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. 

 

 Technical Knowledge:

  • Proficiency in computer systems in a network environment, including but not limited to MS Office suite, as well as data entry. 

 

Fundamental Behaviors

  • Client Orientation
  • Resilience and adaptability
  • Judgement and discretion 

 

Communications and Relations

  • Written Communication
  • Oral Interaction 

 

Achieving Results

  • Initiative and action orientation
  • Focus on quality and details 

 

Teamwork and Leadership

  • Working with others and horizontal leadership 

 

 *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.

 

  • Advanced fluency in Tagalog (reading, writing, speaking) 
  • Proficiency in French (reading/writing/speaking).
  • Working experience with an international, governmental or diplomatic organization.
  • Knowledge of consular policies, international conventions, and international legal frameworks as pertains to consular services.
  • Certification of Passport Training for Foreign Operations.
  • Valid security clearance 

 

Operational Requirements

 

  • Working hours are 37.5 hours per week: 8.25 hours per day Monday to Thursday; and, 4.5 hours on Fridays;
  • Able and willing to work overtime as required on short notice (on weekdays and/or during weekends);
  • Willing to work in a high-pressure environment;
  • Ability and willingness to travel occasionally. 

 

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:

 

  • Meet the employer’s medical requirements by undergoing a medical evaluation by a physician.
  • Be able and committed to working additional hours as required, and on short notice, during evenings and weekends.
  • Successful candidates must be able to complete successfully the passport training for foreign operations within 3 weeks of employment.

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered.

 

  • 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). Only include information relevant to the vacancy as requested in the above job poster.
  • 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.
  • Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may (or may not) be used as a secondary source to validate the answers to the screening questions.
  • Applications which do not include all 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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.
  • *If you are in a partially or fully qualified pool for a similar position with our mission, please include the process number and all relevant details in your application.

 

IMPORTANT NOTES

Carefully review the following:

 

  • Please note that the Embassy of Canada to the Philippines does not sponsor work authorizations directly or indirectly.
  • 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 Embassy of Canada to the Philippines 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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@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 assessment 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 Embassy of Canada to the Philippines,  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.
  • 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.