Consular Coordinator

Summary of Duties

 

The Consular Coordinator works in a team environment under the general supervision of the Program Manager and Consular Officer. The Consular Coordinator provides diverse, challenging and policy-driven front-line services to Canadians, which also requires analyzing information, reviewing documentations, and conducting data entry.

The work is subject to unpredictable developments and fluctuating priorities in the following main responsibilities: delivering consular, passport, citizenship and notarial support services; processing passport and citizenship applications; providing financial administration of the consular program; providing support to Canadian Consulates headed by an Honorary Consul and to Canadians incarcerated in Japan; responding to emergency situations involving distressed Canadians and/or disturbing situations; researching, collecting and/or verifying information on a range of files and cases related to the consular program; as well as working with various (local and/or Canadian) authorities in support of clients.

 

Area of Selection

This selection process is open to all applicants currently legally residing and eligible to work legally in Japan including all Embassy employees, spouse and dependents of Canada-based staff, and who meet all the essential qualifications and whose applications are received by the closing date. Candidates must be available to participate in any tests and/or interviews at the Embassy of Canada to Japan, in Tokyo, during the competitive process.

 

Please note that the Embassy of Canada to Japan 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.

• Bachelor’s degree from a recognized university or an acceptable combination of education, training and/or experience.

 

Language

• Advanced Proficiency in English (written and spoken)
• Advanced Proficiency in Japanese (written and spoken)

 

Experience

• Recent* experience in providing client service in a time-sensitive environment
• Experience in providing administrative support
• Experience in using Japanese and English in a business context orally (e.g., in meetings, dealing with clients/colleagues etc.) and in writing (e.g., reports, business letters and email correspondence etc.)
• Experience in using computer systems in a network environment, (e.g., MS Office suite), and managing electronic information and/or databases.

*Minimum of two years experience in the past five years. 

 

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

 

Competencies

• Resilience and Adaptability
• Judgement and Discretion
• Initiative and Action Orientation
• Focus on Quality and Details
• Working with Others

 

Abilities

• Ability to provide effective client orientation - take responsibility for client service, deescalate situations in a professional and polite manner, resolve issues and seek to reassure clients or ensure their satisfaction.
• Ability to think things through - analyse key underlying elements and potential options, anticipate issues or challenges, identify trends and patterns, and select the best path of action with limited guidance when facing problematic and uncommon situations or issues.
• Ability to organize and coordinate - set priorities for own work within general boundaries (such as deadlines or service standards), coordinate the work of others and/or effectively coordinate the delivery of administrative services, projects, and/or events.
• Ability to work under pressure, work independently as well as in a team.
• Ability to communicate effectively and accurately, orally and in writing, in English and Japanese.

 

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.

• Experience working in a diplomatic mission or an international organization in a similar position.
• Knowledge of consular policies, international conventions, and international legal frameworks as pertains to consular services
• Fluency in written and spoken French

 

Organizational Needs

 

• The Canadian Embassy wishes to establish and maintain a representative workforce. Qualified candidates who self-identify as one or more of four designated employment equity groups: women, Indigenous (Aboriginal) peoples, persons with disabilities and members of visible minorities, may be given preference. 

 

Operational Requirements

 

• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour lunch break 12:30-13:30. Saturdays and Sundays are rest days.
• Hours may be flexible due to operational requirements.
• Occasional travel and paid overtime may be required.
• Candidates may be requested to work additional paid hours as required, and on short notice, which may include evenings and weekends.

 

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 successfully obtain Passport Certification (training provided) to deliver the Passport Program.
• Health assessment may be requested at the discretion of the Head of Mission

 

Additional Comments

• Commuting assistance is available (up to a monthly limit of JPY 18,300).
• Depending on the approval of management and job type, remote work may be available for up to one day per week.
• The Canadian Embassy is enrolled in Japan's labor insurance (workers' compensation insurance and employment insurance).

 

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-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 Embassy of Canada to Japan 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-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 Embassy of Canada to Japan 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.