Program Assistant

Summary of Duties:

Program Assistants provide administrative support for client service delivery to both internal and external clients. Their job duties include: Gathering and summarizing information and taking the necessary administrative actions, in accordance with departmental instructions and procedures; providing administrative support to activities and projects; and adhering to a high standard of values and ethics. Successful candidates may be appointed to meet staffing needs across various programs, including: Migration and visas; Consular, passports and citizenship; and Common services for the mission (e.g. property, material management, contracting and procurement, accounting and finance, and human resources, security, among others). 

 

Area of Selection:

Open to internal and external candidates who have the right to reside and work in Kenya, who meet all the essential requirements stated and whose applications are received by the closing date. 

Please note that the High Commission of Canada to Kenya 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 education institution 

 

Language:

• Advanced level of English (oral, written and comprehension) 

 

Experience:

Minimum of 2 years recent* and consecutive experience in an office environment in one of the areas mentioned below

• Experience in a client service position catering to internal and external clients, or with the public.  

 

AND/OR 

• Experience in providing operational and administrative support such as creating, updating and maintaining records; researching, compiling data and preparing documents and reports.  

*”Recent” experience is defined as within the last 5 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:

• Advanced Knowledge of Microsoft Office Suite (Outlook, Excel, Word) 

Competencies:

• Integrity and respect (values and ethics)
• Showing initiative and being action oriented
• Adaptability and flexibility
• Working effectively with others
• Thinking things through
• Client service orientation
• Effective communication
• Attention to details

Abilities: 

• Ability to analyze and synthesize information quickly and efficiently and to determine next actions required 

 

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.

• Ability to read, write, understand and/or communicate efficiently in French, Swahili, Amharic, Oromo, Afar, Somali, Tigrigna, Arabic, Kikongo, Lingala, Tshiluba, Dinka, Nuer and/or Bari – Language test results or other evidence will need to be submitted.
  
• Experience in working at an international, governmental or diplomatic organization.
• Experience using Global Case Management System (GCMS).
• Professional experience conducting research and preparing briefs or reports.
• Experience in handling sensitive and/or confidential information. 
• Experience in finance related job duties.
• Experience in property management activities.
• Experience in material management activities.
• Experience in human resources activities.
• Experience in handling contracting and procurement activities.

 

Operational Requirements:

• Hours of work: Normal hours of work will be 37.5 per week. 
• Ability and willingness to work overtime (evenings and weekends) on short notice as required.
• Ability and willingness to travel domestically and internationally as required.

 

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 employers medical requirement by undergoing a medical evaluation by a physician

 

Special Request from Mission / Additional Comments:

• This competition is to be used to staff LE-A2 positions that may arise in different sections of the High Commission and can be used for various tenures that may become available (indeterminate, term and emergency).
• Applicants are expected to complete their application independently and are requested not to use content generated by Artificial Intelligence (AI) tools. Submissions found to contain AI-generated responses may be disqualified from consideration. 

 

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 High Commission of Canada to Kenya 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 High Commission of Canada to Kenya 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.