Senior Executive Assistant

Summary of Duties:

The Executive Assistant provides administrative support services to the Head of Mission (HOM) in a fast-paced environment including the following tasks:
Performing clerical and administrative tasks such as maintaining the HOM's calendar and contact directory, processing official internal and external correspondence, including diplomatic letters and notes in French and English. 

• Scheduling meetings and appointments, checking the operation of audio-visual and IT equipment, preparing meeting material, welcoming visitors, drafting minutes of meetings, drafting letters, creating tracking tables, such as that for the holidays of the mission's Canadian staff, and coordinating requests requiring HOM approval.
• Coordinate official travel, including collecting quotes for flights and accommodation, booking flights and hotels, drafting travel and security authorization requests, and preparing travel expense claims in accordance with ministerial guidelines.
• Coordinate and track hospitality-related events and expenses, including drafting invitations, tracking RSVPs, printing menus and place cards, coordinating with official residence staff and maintaining official gift and alcohol inventories.
• Prepare cost estimates and payment requests, process invoices and track expenditure estimates related to HOM activities, and provide support to the HOM in the preparation of budget reports and mission forecasts.
• Act as the main point of contact to liaise with various diplomatic missions, local administrations, senior officials and stakeholder offices.
• Lead and coordinate specific initiatives and activities across the mission.
• Supervising non-administrative staff at the official residence.
• Perform other duties as required.
  
  

 

Area of Selection:

This staffing process is open to employees of the Canadian Embassy in the Democratic Republic of the Congo in Kinshasa in term or indeterminate positions, including employees on temporary contracts.

Please note that the Embassy of Canada to the Democratic Republic of Congo 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.

• A diploma (bachelor's degree or higher, minimum 5 years' university study) from a recognised university
  OR
• An acceptable combination of education (minimum secondary school diploma) and professional experience (a minimum of five years' additional professional experience in an administrative position).
  
  

Language:

• Fluency in written and spoken French 
• Working knowledge of English
  
  

Experience:

• A minimum of two (2) years' professional experience in an administrative and/or financial support position.
• Experience in prioritising a variable workload with tight deadlines in an administrative or support position with a variety of tasks.
  
  
  

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 administrative practices, including information management, administrative support and financial monitoring
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook), social media tools and internet research strategies  
• Basic knowledge of the roles and responsibilities of supervisory staff
  
  

Competencies:

• Effective teamwork in a diverse and inclusive environment
• Resilience and adaptability
• Attention to detail
• Judgement and discretion
  
  

Abilities: 

• Ability to communicate effectively orally and in writing
• Ability to maintain and exploit a network of contacts
• Ability to organise and coordinate all tasks relating to the schedule, travel and reception of the HOM
  
  
  

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.

• Previous experience in direct support as administrative assistant to an ambassador/CDM, chief executive, minister or senior manager
• Experience in planning, organising and delivering events
• Experience in planning and organising accommodation and transport for a manager
• Experience in supervising staff

 

Operational Requirements:

• Able and willing to work overtime with or without notice, outside normal working hours (i.e. evenings, bank holidays and weekends).
• Open workspace.
  
  

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.

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-BREU@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 French.
• 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 the Democratic Republic of Congo 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-BREU@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 the Democratic Republic of Congo 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.