Program Assistant - Trade Commissioner Assistant

Summary of Duties:

Under the general supervision of the Trade Program Manager (or other Trade Commissioner), the incumbent performs a variety of administrative support functions to support the efforts of the Trade Commissioner Service at the High Commission of Canada in Singapore.  Areas of responsibility include:

• Providing administrative support to the trade program by drafting correspondence, coordinating appointments, data entry and information management
• Assisting Trade Commissioners in responding to inquiries from Canadian exporters, investors or service providers
• Researching information and preparing responses to routine or general requests for information both from Canadian clients and local contacts
• Providing logistical, contracting and advocacy support for the organization of promotional events, as well as high level and business delegation visits
• Managing the budget of the trade program by updating and reconciling budget data on a regular basis, providing advice to colleagues on actual and forecasted expenditures, and paying invoices in a timely manner
• Performing other duties as required in support of the Trade Program, the High Commission, and the Government of Canada

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Area of Selection:

This position is open to individuals who are eligible to work without restrictions in Singapore, who meet all the essential requirements below, and whose applications are received before the closing date. 

Please note that the High Commission of Canada in Singapore 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.

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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 from an accredited university or college, or an acceptable combination of relevant experience, education and training related to the rated requirements of the position.  

 

Language:

• Professional Proficiency in English (both oral and writing);

 

Experience:

• At least one (1) year of recent experience providing administrative support in an office environment
• Experience in preparing budgets
• Experience in providing direct service to clients
• Experience in records management
• Experience using social media sites (e.g., Facebook, LinkedIn, Twitter) in a professional capacity

 

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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 general office procedures and practices
• Knowledge of Singapore’s government structure, agencies, and ministries

 

Competencies:

• Resilience and Adaptability
• Client service orientation
• Work independently and with others
• Initiative and Action Orientation 
• Effective interpersonal skills
• Thinking things through
• Judgement and Discretion

 

Abilities: 

• Ability to use MS Office suite (Excel, Word, Outlook, Power Point), as well as data entry and records management

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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 other international organization. 
• Experience working for a Canadian company or for a company having had relations with Canada.
• Experience working with a CRM (Client Relationship Management) database tool.
• Ability to read, write and speak French and/or any local language will be an asset.
• Experience in developing, planning and coordinating events.
• Experience working with visiting business/government delegations. 
• Knowledge of international business (Exporting, importing, investment, technology transfer).
• Knowledge of the Canadian Trade Commissioner Service, and Canada’s Trade and Investment interests in Singapore.

 

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Operational Requirements:

• Work hours per week: 37.5 hours
• Hours of work: Monday-Thursday: 08:00 to 16:30, Friday: 08:00 to 13:30
• Must be able to work overtime on short notice on occasion; and
• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends);
• Ability and willingness to travel occasionally
• The High Commission operates a schedule of public holidays according to a combination of Singaporean and Canadian dates, which means you will be required to work on certain Singaporean public holidays

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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.

-  Medical: pre-employment medical examination.

- Other conditions of employment:

•    Candidates must provide their Singapore citizenship or Permanent Resident NRIC number with their application.
•    Be able to work legally in Singapore at the time of application. The High Commission of Canada does not sponsor any employment or work pass applications to the Ministry of Manpower.

 

Special Request from Mission / Additional Comments:

Benefits package:

• 5 day work week
• 18 to 22 days of annual leave based on years of service. 
• Group medical insurance including hospitalization, GP, specialist and dental. 
• Group term life and disability coverage

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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.

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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 in Singapore 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 High Commission of Canada in Singapore 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.