Consular Coordinator (Anticipatory)

Summary of Duties:

Under the general supervision of the Consular Officer, the Consular Assistant processes passport applications and citizenship applications for Canadians abroad; provides consular support services to Canadians; responds to emergency situations involving Canadians in distress; supports the development of contingency planning and outreach programs; provides administrative and financial services in support of consular, passport and citizenship services at the mission; and provides other duties as required.

 

Area of Selection:

This selection process is open to mission employees holding either an indeterminate or term position, including emergency employees, as well as external candidates who, at the time of submitting their application, have the legal right to work and reside in Romania, possess valid documents allowing them to work in Romania without restriction, meet all essential requirements and employment conditions mentioned, and whose applications are received before the closing date.

Please note that the Embassy of Canada to Romania, Bulgaria and the Republic of Moldova 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.

• University degree from a recognized institution 
  OR
• An acceptable combination of education, training, and at least four (4) years of experience in at least two of the categories listed in the experience qualifications below. 

 

Language: 

• C1 Advanced level in English (written, comprehension and spoken)
• C1 Advanced level in Romanian (written, comprehension and spoken)
• B2 Intermediate level in French (written, comprehension and spoken)

 

Experience:

• Applicants must have at least two (2) years of experience in at least two of the following fields: 
  • Experience in a professional office environment, including roles such as program coordination or administration within a corporate organization*, foreign mission, government office, or international organization**.
  • Experience in client-facing roles, providing advice and services through various channels (in person, by telephone, and electronic messaging).
  • Experience in data entry and/or using a web application for case/client/file management.

* A corporate organization refers to a legally recognized entity that is structured to conduct business activities. It is characterized by a clear hierarchy, defined roles and responsibilities, and a formal governance framework  

**International organization: An entity established by a formal agreement between multiple countries (states) or other international actors, created to work on common goals across national boundaries. These organizations can focus on areas such as diplomacy, security, development, trade, environment, health, or human rights. 

 

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:

• Working knowledge of MS Office (MS Word, MS Excel, MS PowerPoint, MS Outlook) 
• Knowledge of principles and practices in managing cases and clients of diverse nature.

 

Competencies: 

• Demonstrating Integrity and Respect
• Focus on quality and details
• Teamwork and Cooperation
• Client focus
• Adaptability and flexibility
• Judgement and Discretion

 

Abilities:  

• Ability to plan and organize own workload, manage multiple demands and meet deadlines in a high-paced work environment;
• Ability to research, analyze and evaluate information effectively; 
• Ability to communicate effectively in writing (e.g. strong client communication in writing and reporting skills) and orally in English, Romanian and French

 

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. 

• Knowledge of Bulgarian language
• Work experience in the field of consular services 
• Familiarity with local administrative and governmental procedures related to expatriate residents.
• Familiarity with Office 365 Suite (Sharepoint, Teams, etc.)
• Experience working in a diplomatic mission or other international organization**
• Experience dealing with vulnerable clients
• Having an active Canadian enhanced reliability clearance

 

Organizational Needs: 

The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Embassy of Canada to Romania, Bulgaria and the Republic of Moldova following the completion of this recruitment process. 

 

Operational Requirements:

• Required to work directly with the public
• Ability to work overtime and sometimes on short notice
• Ability to work in stressful situations and with clients in distress especially when dealing with emergencies
• Hours of work: 37.5 hours per week, Monday to Friday
• Ability to work on Romanian holidays when the embassy is open
• Leave is at the discretion of the supervisor and may be restricted or refused during peak operating periods
• Work is strictly office-based, work from home not being operationally feasible

 

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:

• Per Romanian labour law, a medical certificate may also be required
• Successful completion of mandatory training and a certification exam. The certification must be obtained within 4 months of the hiring date. Failure to do so may lead to termination

 

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, French and Romanian. 
• 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 Romania, Bulgaria and the Republic of Moldova 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 Romania, Bulgaria and the Republic of Moldova 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.