Senior Executive Assistant

Summary of Duties:

The Senior Executive Assistant ensures the smooth functioning of the Head of Mission’s (HOM) Office by providing high-level administrative, logistical, and protocol support. Key responsibilities include but are not limited to: 

• Assisting Embassy staff with preparations for meetings, events, and official visits by organizing appointments, communications, and including logistics and protocol arrangements.
• Supporting day-to-day logistics for Embassy staff, including accommodations, transportation, and delivery/collection of documents.
• Coordinating and liaising with vendors for quotations and confirmation of services.
• Coordinating travel and visa arrangements for the HOM, Canadian staff, and official visitors.
• Liaising with host Government Officials and providing on-site support for official events.
• Resolving moderately complex operational matters under tight deadlines
• Providing backup support for consular and visa, finance, and/or other support functions as required.
• Perform additional administrative and support duties to ensure the efficient functioning of Embassy operations.

 

 

Area of Selection:

This selection process is open to external applicants legally residing in Lao PDR at the time of appointment and to mission employees occupying an indeterminate or term position, including emergency employees. Candidates must be legally authorized to work in Lao PDR.  

Please note that the Embassy of Canada in Vientiane 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:

• Intermediate proficiency level in written and spoken English.
• Advanced proficiency level in written and spoken Lao.

 

Experience:

• Experience in administrative or logistical support role in a professional setting
• Experience working with government or embassies or international organizations or large companies.
• Experience managing tasks independently, including prioritizing, and resolving issues under pressure.

 

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 Lao logistics, local customs, and protocols for organizing high-level visits and programs.
• Knowledge using computer software including Microsoft Outlook, Calendar, Word, etc.

 

Competencies:

• Client Orientation
• Working with others and horizontal leadership
• Resilience and Adaptability
• Focus on quality and details

​

Abilities: 

• Ability to communicate effectively in English and in Lao (both written and oral).
• Ability to work independently while problem-solving under tight deadlines.   

 

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 working in a diplomatic office, in an international organization and / or with high-level visits, VIPs, and dignitaries.  
• Written and oral French language capacity.

 

Operational Requirements:

• Must be able and willing to work overtime on short notice and outside normal working hours (i.e., evenings and weekends);
• May be required to travel outside of Vientiane on occasion, including on long-distance and/or overnight trips;

 

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: 

• Valid Laotian Driver’s License

 

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.

 

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 Embassy of Canada 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 Embassy of Canada 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.