Senior Executive Assistant to the Head of Mission (High Commissioner)

SUMMARY OF DUTIES

The mission is seeking to fill a Senior Executive Assistant position for the Head of Mission program as well as various administrative positions that may arise following this selection process. These positions provide administrative support to the Head of Mission (High Commissioner) and other programs at the mission in a dynamic environment. 

Core responsibilities include but are not limited to: 

• Performing clerical and administrative duties such as maintaining the Head of Mission (HOM) calendar and contact directory, handling internal and external official correspondence, including letters and diplomatic notes.
• Planning of meetings and appointments, verifying the functioning of audio-visual and computer equipment, preparation of meeting materials, welcoming visitors, taking minutes, drafting letters, creating tables and the coordination of requests requiring approval from the HOM. 
• Coordinating official travel, including gathering quotes for flights and accommodation, booking flights and hotels and preparing travel claims in compliance with the departmental guidelines. 
• Coordinating and tracking hospitality events and expenditures including drafting invitations, tracking RSVPs, and maintaining official gift and alcohol inventories. 
• Establishes and maintains operational contacts with representatives of local government, organizations and agencies.
• Monitors budget expenditures for the mission program activities and makes recommendations related to the financial management systems at mission in accordance with Government of Canada policies.  
• Drafts budget submissions, meeting notes or reports, routine correspondence, administrative and progress reports, periodic statistical reports or other documents. 
• Tracks, controls and reports on the program budget in support of initiatives and program events/projects at mission.  
• May participate in the coordination of official visits and events. This includes coordinating details such as catering, venue selection, developing promotional/information materials, managing invitee lists, posting information on social medias and the web, drafting summary reports and providing technical support for virtual events. 
• Preparing cost estimates and requisitions for payment, processing invoices and tracking the estimates of expenditures related to the activities of the HOM and providing support to the HOM in the preparation of budget reports and forecasts.  
• Acting as the focal point for the HOM office and liaising with various diplomatic missions, local governments, senior officials and stakeholders’ offices. 
• Leasing and coordinating specific initiatives and activities across the mission. 
• Performing other tasks as required.

 

AREA OF SELECTION

This selection process is open to all applicants, who are residing in Zambia and legally authorized to work in a position at the High Commission of Canada in Zambia. This includes Zambian citizens, permanent residents, employees of the High Commission of Canada, and dependents and/or spouses of Canadian Based Staff,  who meet all of the essential qualifications outlined below, and whose applications are received by the closing date.

Please note that the High Commission of Canada in Zambia 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or other factor. 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

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments. 

 

Education

This position requires:

• A Bachelor's Degree or Undergraduate diploma from a legally recognized Post Secondary Institution.

OR

• An equivalent combination of education, training, and/or experience.*

*An equivalent combination of education, training, and/or experience refers to:  A minimum of high school diploma and minimum six (6) years working at a diplomatic mission or international organization where the language of work is English.

Note: Candidates will be required to provide proof of their education

 

Language

The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels. 

 

Experience

In order to perform the duties relevant to this job, the following experience is required.

• Minimum three (3) years working experience in an administrative role (managing a calendar, maintaining accurate records, coordinating meetings, travel and events). 
• Minimum three (3) years experience liaising and working with clients (internal or external), government organizations, businesses and/or the public in an office environment.
• Minimum three (3) years experience managing and coordinating finance and expenditures for corporate and/or division budgets.

 

Competencies

All competencies will be assessed. All competencies must be met prior to appointment. 

*For more information on competencies: Competency Dictionary

 

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 an administrative assistant to a Head of Mission (HOM), Chief Executive Officer (CEO), Minister or senior executive.
• Experience in event planning and implementation.
• Experience in the planning and organization of accommodation and travel for a manager.
• An intermediate proficiency level (writing and speaking) in French. 
• An intermediate proficiency level (writing and speaking) in Nyanja or Bemba.

 

OPERATIONAL REQUIREMENTS

Operational requirements will be assessed on a 'meet/does not meet' basis and can be used to determine right fit of a candidate for the position.

• Hours of Work: Normal in-person working hours for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. The working schedule is Monday-Thursday 08:00-17:00 and Friday 08:00-12:00.
• Overtime: Willingness to work overtime on short notice (evenings, holidays or weekends).
• Travel: This position may require limited occasional travel domestically and/or internationally.

   

 

CONDITIONS OF EMPLOYMENT

Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the employment period.

• 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. 

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered:

• 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). Only include information relevant to the vacancy as requested in the above job poster.
• You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box. Global Affairs Canada cannot make any assumptions about your studies nor 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 (or may not) be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all 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 CSDPEA.Candidates-CandidatesetCandidats.PPSCEA@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.
• If you are in a partially or fully qualified pool for a similar position with our mission, please include the process number and all relevant details in your application.

 

IMPORTANT NOTES

Carefully review the following:

• Please note that the Office of the High Commission of Canada in Lusaka does not sponsor work authorizations directly or indirectly.
• Only applications submitted in one of the official languages of Canada will be accepted (English or 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.
• Please note that the Office of the High Commission of Canada in Lusaka 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.
• 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 CSDPEA.Candidates-CandidatesetCandidats.PPSCEA@international.gc.ca to request specialized accommodation (a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an assessment by removing barriers related to their specific needs). 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 Office of the High Commission of Canada in Lusaka,  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.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.