Consular Assistant

Summary of Duties:

The role of the Vienna passport-hub is to act as the main processing centre for Canadian passport applications originating from the region. The position provides operational services in passport processing, including for the intake, pre-screening, data entry and distribution of passports and applications.  

 

Area of Selection:

This vacancy is open to candidates who have the right to reside and work in Austria as well as to all employees of the Embassy of Canada in Vienna occupying an indeterminate or term position, including emergency employees, who meet all the essential requirements stated below, and whose applications are received by the closing date. 

Please note that the Embassy of Canada to Austria 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.

• A degree or diploma from a recognized university with a specialization in social sciences, administration, international relations or law, or other specialization relevant to the position or an acceptable* combination of education and experience relevant to the position. 

* Acceptable combination of education and relevant experience is considered as a total of 3 years or more. 

 

Language:

• Proficiency in English* (read, write, and speak)

* Language skills will be assessed during the process 

 

Experience:

• Minimum of (2) two years of recent experience (in the last five years) working in an office environment
• Experience dealing with delicate and confidential information

 

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 Microsoft Office software packages (such as Outlook, Word and Excel)

 

Competencies:

• Effective interactive communication in English
• Attention to detail
• Adaptability
• Judgement
• Initiative and Action Orientation 
• Demonstrating integrity and respect 

 

Abilities: 

• Ability to work independently as well as in a team
• Ability to analyze and interpret information quickly

 

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  

 

Operational Requirements:

• Availability and willingness to work overtime, periodic evenings or weekends as required
• Ability to lift boxes up to 5 kg

 

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:

• Should the candidate not already have the Government of Canada Passport certification, he or she will be required to complete the Passport Training for Foreign Operations and successfully pass the exam (passing mark 80% - self-directed) within one month of hiring. 
  • Should the candidate not successfully pass the exam within one month, their employment will be terminated. 

 

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-BRLIN@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 Embassy of Canada to Austria 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-BRLIN@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 Austria 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.