Senior FPDS Assistant (Education and Academic Relations)

SUMMARY OF DUTIES

Reporting to the Information and Education Promotion Officer, the Senior Education and Academic Relations Assistant provides support and assists in the delivery of the Embassy of Canada’s Education Promotion and Academic Relations efforts, including research and report writing, event organization, promotion, and key contact database management; performs a variety of administrative support functions; and performs other related duties as required. This role includes, but is not limited to, the following responsibilities:  

• Coordinate and support the delivery of education promotion initiatives, including the organization and participation in education fairs, presentations, and official visits, with the objective of strengthening Canada-Japan institutional linkages.  
• Facilitate business development and partnership opportunities by arranging business-to-business (B2B) meetings and encouraging the development of partnerships between Canadian and Japanese educational institutions.  
• Provide administrative and logistical support for education and trade-related activities, including travel arrangements, meeting scheduling, budget monitoring, making payments, and event planning.  
• Enter and maintain accurate records of activities, contacts, and outcomes in the TRIO database, ensuring compliance with reporting requirements.  
• Conduct research and analysis on trends and developments in the education sector, identifying opportunities for collaboration and promoting Canada as a preferred study destination.  
• Contribute to the public affairs section communication efforts, including making presentations on Study in Canada to students, preparing reports, correspondence, and social media content targeting students, educators, and institutional partners.  
• Establishing and maintaining operational contacts with local government, educational institutions, and other stakeholders to facilitate program delivery, advocacy, and trade promotion.  
• Supporting other day-to-day operations of the Public Affairs Section as needed.  
  
  

This role requires knowledge of the Canadian and Japanese education systems, including current issues, trends, opportunities, and challenges related to education, academic engagement, and institutional partnerships. The ideal candidate is familiar with the working environment of an embassy or international organization and can build and maintain effective professional relationships in government, education, academic, and other relevant circles.  

 

 

AREA OF SELECTION

This selection process is open to all applicants currently legally residing and eligible to work legally in Japan including all Embassy employees, spouse and dependents of Canada-based staff, and who meet all the essential qualifications and whose applications are received by the closing date. 

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:

• Bachelor’s degree from a recognized university or an acceptable combination of education, training and/or experience.

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 of two years of experience in a relevant position in either government or the education sector.
• Experience providing administrative support in a team environment.

 

Competencies

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

• Organizational & Contextual: Knowledge of the Japanese education sector and the Canadian education system, including the structure, key institutions, stakeholders, and current trends related to international education and academic relations
• Technical: Knowledge in (1) administrative processes (budgeting, logistics, event planning, client service systems, etc.) (2) education marketing and promotion approaches, and MS Office suite (Outlook, Power Point, Excel and Word) and other web-based platforms
• Communication and Relations (Oral Interaction)
• Communication and Relations (Written Communications)
• Achieving Results (Organizational and Coordination)
• Analytical Thinking (Research)
• Fundamental Behaviours (Client Orientation)
• Fundamental Behaviours (Judgment and Discretion)
• Fundamental Behaviours (Resilience and Adaptability)
• Teamwork and Leadership (Working with Others and Horizontal Leadership)

*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.

• Fluency in written and spoken French.
• Experience in using social media within an organization.
• Experience working in a diplomatic mission or an international organisation in a similar position.

 

 

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.

• Occasional travel and overtime may be required.
• Must be available for occasional duties outside normal working hours (i.e. evenings and weekends). Overtime will be paid for work in excess of 37.5 hours per week.
• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour lunch break 12:30-13:30. Saturdays and Sundays are rest days.
• The position requires the ability to perform moderate physical tasks, including lifting and carrying boxes, moving event materials, and setting up venues. Candidates must be able to perform these duties without mobility restrictions.
• Requirement to adhere to the Global Affairs Canada Values and Ethics Code.

   

 

 

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 at the time of application and for the entire period of employment is required.
• 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:

• Must have the legal right to work in Japan. You are required to provide satisfactory evidence of your work rights prior to commencing employment and at any time during your employment upon request. (Japanese Citizen, Permanent Resident, or specific visa categories are required by Immigration Services Agency or employment in a foreign mission).
• Must provide a local address as proof of residence in the specific city, region or country before an offer of employment can be made. The address will appears on the offer letter.
• Health assessment may be requested at the discretion of the Head of Mission.

Special Request from Mission / Additional Comments:

• Commuting assistance is available (up to a monthly limit of JPY 18,300).
• Depending on the approval of management and job type, remote work may be available for up to one day per week.
• The Canadian Embassy is enrolled in Japan's labor insurance (worker's compensation insurance and employment insurance).

 

 

 

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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@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:

• Employees of the Embassy of Canada to Japan are paid in Japanese Yen and must have a domestic Japanese bank account for the duration of their employment. Salary payments to overseas bank accounts will not be made under any circumstances.
• Please note that the Embassy of Canada to Japan 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 Embassy of Canada to Japan 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 CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@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 Embassy of Canada to Japan,  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.