Program/Administrative Assistant

Summary of Duties:

This competition is to be used to staff LE-A2 positions (Program Assistant or Administrative Assistant) that may arise within the next 12 months in various sections of the High Commission and can be used for positions of varying tenure that may become available (indeterminate, term, and emergency) throughout the High Commission. The summary of duties below is to provide an overview of typical duties that could be required but this is not the full list of duties related to the position(s).

For a detailed range of duties and sections who may use this pool to staff positions, please see Annex A

Duties may include but are not limited to: 

• logistics and protocol related to official and VIP visits
• preparing reports, programmes, and other correspondence
• conducting research and analysis
• arranging and supporting events, conferences or Trade Shows
• providing client service, including finding local contacts and resolving problems
• managing databases
• performing financial related functions
• managing shared email inboxes
• supporting immigration related functions
• processing passport/citizenship applications
• assisting with emergency consular support services
• coordinating meetings, travel, and hospitality
• supporting recruitment related functions
• completing data entry
• maintaining relevant client management systems
• monitoring social media
• supporting procurement related functions
• other miscellaneous tasks

 

Area of Selection:

This position is open to candidates currently resident in the UK, who hold current documentation allowing them to work in the UK without restriction, who meet all of the essential requirements stated and whose applications are received by the closing date.

Candidates holding documentation/visas not renewable in the UK such as the Youth Mobility Visa will not be eligible for a permanent position. Candidates holding non-renewable work authorizations will only be considered if they have a minimum of 18 months’ validity remaining. 

Please note that the High Commission of Canada to the United Kingdom 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.

 

Language:

• *Fluency in English  (oral, written, comprehension)

* Fluency will be assessed by a variety of means including written assessment and interview.

 

Experience:

• Experience working in an administrative support or program support or business development environment or in a customer service capacity.

 

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.

 

Competencies:

• Showing initiative and being action-oriented
• Effective Interactive Communication
• Thinking things through
• Excellent Client service
• Professional Integrity (values & ethics)
• Attention to detail

 

Abilities: 

• Ability to adapt to/learn quickly new work and processes
• Ability to work under pressure
• Ability to conduct research, analyze information, make recommendations and write reports / correspondence.
• Ability to be organised, prioritize work, and meet deadlines
• Ability to work effectively within a team, independently, with supervisors and other colleagues
• Ability to use Microsoft Office applications (Word, Excel, Outlook, SharePoint), data bases and the internet

 

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.

• Fluency in French (oral, written, comprehension)
• Experience working on a High level Visit and/or event management or Trade Show
• Experience working with a financial system such as SAP/IMS
• A university or degree level qualification
• Experience working with database management
• Experience working in an Immigration Office
• Experience working for IRCC and/or experience using GCMS
• Passport certification from Passport Canada
• Knowledge of the Trade Commissioner service mandate within the UK
• Knowledge of social media platforms

 

Organizational Needs: 

This process will be used to create a pool of candidates for similar positions either full time or part time and indeterminate, term or emergency (temporary). 

 

Operational Requirements:

• Normal hours of work will be 37.5 per week
• Overtime, at short notice, may be required
• Depending on the position it may require duties to be performed outside normal working hours (i.e., evenings and weekends / in emergency situations)
• Depending on the position it may require extensive overtime and travel during High level visit
• Depending on the operational requirements of the position, work from home and/or remote working may not be possible

 

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:

• All offers of employment are subject to receipt of satisfactory employment references and character references.

Additional Comments: Applications from Canadian citizens - it is important to note, The High Commission of Canada is obliged, as the employer, to deduct at source Canadian Income Tax (IT), Canada Pension Plan (CPP) and Employment Insurance (EI) for locally engaged employees who are Canadian citizens. Canadian citizens who therefore choose to undertake employment with the High Commission will be subject to pay Canadian taxes on their salaries earnt until such time as the employee provides the necessary Residency Determination Waivers from the Canadian Revenue Agency (CRA). Further information will be provided to successful candidates.

 

 

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 the United Kingdom 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 the United Kingdom 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.

 

Annex A

The following outlines a non-exhaustive list of various sections at the High Commission of Canada to the United Kingdom that may staff vacant positions from this pool as well as a more detailed summary of duties a Program Assistant may undertake in each of these sections.

Executive Office:
The incumbent provides administrative support services related to the organization and delivery of visits for one or more programs or to the mission. This includes activities related logistics and protocol administrative duties such as; preparing material such as: reports, programmes, letters and charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments and assisting with pre-visit arrangements and coordinating events. Overseeing the operation of mission representational space as specified, keeping inventories, keeping statistics, maintaining records and updates as well as working with users to plan, schedule and carry out events, coordinating the set-up and take-down, security, cleaning and catering.

The incumbent provides administrative support services to an executive position in a mission. This includes clerical and administrative activities such as overseeing the executive’s agenda, preparing meeting documents, saving electronic documents, receiving telephone calls, welcoming visitors and preparing and keeping track of documents such as reports, letters, financial hospitality reports, and charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments, coordinating requests for his/her approval, and, in the absence of a dedicated position for events, protocol and logistics, assisting with pre-visit arrangements and hospitality events.

Immigration: 
Under general supervision of an officer and working as part of a team, provides multi-tasked support services to the Immigration section. Communicates and assists clients to understand the immigration application process/requirements and enable their compliance. Monitors, tracks and analyses applications and identifies shortcomings at various stages, records, updates and verifies information in departmental information systems. Manages correspondence in the office and decides on appropriate action, drafting routine correspondence to client and other stakeholder enquiries and/or referring the issue to an officer, as appropriate. Arranges and participates in meetings, both internal and external, and/or provides logistical support for events. Accesses departmental information systems to support information gathering for the processing of applications. Utilises automated tools such as personal computers, photocopiers, scanners, and telephones to facilitate application processing. Researches internal and external sources and uses knowledge of the local environment to inform officers regarding application processing and assisting an officer in reporting and liaison, program integrity, promotion and recruitment activities and other program support.

Consular:
Under the general supervision of the Consular Officer/Passport Manager, the incumbent will process passport and/or citizenship applications. The incumbent will work with clients who submit applications by mail or in person by reviewing documents, conducting data entry and following up with client as needed. The incumbent may also maintain a register of applications, respond to general written and verbal enquiries, performs administrative duties and other duties as required. The incumbent may also work with clients in distress, seeking emergency consular services.

Canadian Defence Liaison Staff (London) (CDLS(L)):
The role of CDLS(L) is to liaise between the Department of National Defence/Canadian Armed Forces (DND/CAF) and the UK/Republic of Ireland Ministries of Defence, British Armed Forces/Irish Defence Forces and Defence Industry. The mission of CDLS London is to advance the bilateral defence relationships between Canada, Iceland, Ireland, Portugal and the UK through leveraging a Whole of Government Approach. CDLS London will works as a Team, leveraging professional links, to be recognized as key enablers for productive relationships with our accredited countries. This is aided by playing an active role as a valued contributor to the success of the High Commission of Canada in the UK and the other Embassies that we serve as Defence Attachés.

The Administrative Assistants typical duties include:

• Coordinate travel, including obtaining visit approvals from military units and industry in the UK, Europe and Canada. Prepare claims and request advances, coordinating itineraries and arranging transportation, accommodation, and submitting travel claims
• Organize and provide support for working and social functions ranging from business meetings to academic events to official receptions to private dinners, etc. This entails seeking proper official approval to spend hospitality funds, determining availability of guests, preparing guest lists, dispatching invitations and supporting working materials, researching and coordinating with caterers and suppliers, and ensuring hospitality claims are prepared and submitted in a timely and efficient manner
• Ensure that sufficient budget is available for your Advisor to perform their duties. Ensure claims and supporting docs are auditable by administrating and tracking expenditures related to travel, hospitality, conferences and memberships
• Coordinate high level VIPs visits to the UK by preparing itineraries, arranging hotels bookings, organizing meetings and receptions, and providing support for transportation needs on an as and when required basis

 

Common Services:
The Administrative Assistant positions within the Common Services section can support a variety of teams within the Mission including but not limited to Property, Finance, HR, Events, Logistics, Transport, Protocol and Readiness. 

Typical duties include:

• providing assistance to a range of financial functions for the mission such as: generating and preparing invoices for payment; reconciling financial transactions using accounting software;
• monitoring the departments inbox and responding to requests from internal and external clients
• preparing and coordinating documents for processing from various stakeholders
• supporting procurement services in line with Government of Canada guidelines and policies
• supporting staffing and recruitment related functions in line with the Global Affairs Canada staffing directive
• supporting management with projects and visits
• Database management (electronic and paper)
• Coordinating of meetings, events, schedules or travel

 
Trade: 
The mandate of the Trade Commissioner Service is to promote Canada's economic interests in global markets by engaging in a range of activities including: contributing to export market development; conducting advocacy and foreign market access activities; understanding and analyzing trade policy issues; attracting foreign investment to Canada; developing a network of international business contacts; identifying and communicating with business leads; fostering strategic alliances; linking Canadian businesses to global value chains; supporting licensing and venture capital linkages; promoting joint-venture partnering and foreign equity investment; facilitating R&D collaboration and technology transfer; and promoting corporate social responsibility.

The Program Assistant typical duties include: 

• Organizational support for projects and activities of the Trade section, including administrative and clerical support to Trade Commissioners for the effective implementation of the program
• Inputting data into the Client Management System
• Maintaining a network of local contacts to ensure the Trade section’s compliance with procedures and regulations
• Supporting the Trade section in event planning and official visits
• Responding to inquiries related to services and/or delivering services to business clients on a responsive basis in non-priority sectors
• Providing backup support to the Trade Program Coordinator on tracking and maintaining the budget
• Researching and coordinating the collection and management of information for the trade Section on platforms such as SharePoint
• Conducting research for briefing and background notes
• Monitoring and reporting on communications related to the program on social media
• Participating in committees and working groups in the Trade Section, the mission or involving the entire department
• Supporting section and mission programming by preparing documents, scheduling meetings, and helping with events, travel planning and coordination including logistics and hospitality for official visits
• Supporting Trade Commissioners with research and analysis of trends and developments in various sectors as required