Under the general supervision of the Management and Consular Services Officer, operates the central telephone switchboard and general email inbox serving all Mission programs. Provides support particularly to the Consular Program by responding to enquiries; by providing concise and accurate information to Consular Program visitors; by offering administrative support to the Consular Officer; by assisting in distributing passports and identifying local contacts as required.
Directs specific queries to relevant programs within the mission; answers general enquiries on Canada in English and Amharic; directs outgoing mail for the mission; controls access to the Embassy, ensures that the reception lobby is in good order, and upholds the security policy. May provide general administrative support, as required, to the Management and Consular section, including such tasks as data entry, scanning, filing, and basic internet research; and performs other duties as required.
- Quick Details about Embassy of Canada
- Hiring Organization: Embassy of Canada
- Shortly Known as: EC
- Founded: 1909
- Organization Type: Government Department
- Organization Size: 5,001-10,000 employees
- Headquarters: Ottawa, Canada
- Official Website: www.international.gc.ca
The interested applicants can apply before the closing date of application. For more information please read the full article.
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Embassy of Canada wants to recruit employees in the following vacant positions the details of which are mentioned below.
- Job Requirement
- Selection Process Nº: 80408-67
- Salary: 463,182 ETB
- Contract Type: Indeterminate (Full-time)
- Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Ethiopia.
- Job Function: Administrative
- Classification: LE – A2
- Location: the Embassy of Canada to Ethiopia
- Number of Vacancies: 2
- Closing date for application: 25 July, 2022 at 23:59 UTC/GMT +3:00
- Summary of Duties:
Under the general supervision of the Political Counsellor and the Canadian Ambassador to the African Union (AU), provides administrative assistance to the Embassy of Canada to Ethiopia, Djibouti and Permanent Mission of Canada to the African Union. This includes:
- Provide administrative support, including:
a. Manages the agenda/schedule of the Ambassador and Political Counsellor;
b. Budget tracking, reporting and making payments, including data input and reporting including for official hospitality and Canada Fund for Local Initiatives.
c. Makes travel arrangements and processes travel claims.
d. Database and information management.
e. Arrangement of IT needs (e.g. for videoconferences, presentations, webinars).
f. Support procurement processes (e.g. catering, venue and equipment rental, IT rental, hospitality gifts, office supplies, and consultant and professional services). - Support advocacy and public affairs, such as:
a. Event planning and logistics.
b. Preparation & scheduling of meetings and events.
c. Management of social media accounts (eg Facebook and Twitter) and public enquiries (phone, email and social media), including the preparation of posts and responses, as well as the tracking of usage statistics.
d. Monitor local media coverage of issues of interest to the Embassy and provide reports.
e. Support the political section and other government departments with official contact, eg preparation of note verbales. - Support access to decision makers and organization of official visits:
a. Plan travel and logistics for the section.
b. Maintain contact information and CVs for persons of interest to the section.
c. Research and compile background material on selected political and economic issues. - Be a strong team player:
a. Communicate fluently in Amharic and English in order to translate and/or offer simultaneous translation during small group conversations. French is an asset.
b. Possess strong, and supportive, interpersonal skills.
c. Be adaptable, resourceful, able to multitask, and to prioritize.
d. High skill level with computers Microsoft word applications.
Area of Selection:
Open to internal and external applicants who are legal residents or citizens of Ethiopia, who meet all of the essential requirements stated below, and whose applications are received by the closing date.
Please note that the Embassy of Canada to Ethiopia 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 degree from an accredited university or college
Languages:
Advanced level in English (written and spoken)
Advanced level in Amharic (written and spoken)
Experience:
A minimum of 2 years recent* experience delivering administrative support in a professional office setting, involving tasks such as: responding to enquiries and requests for partners and stakeholders; keeping up to date mailing lists for organizations and other key contacts; disseminating information and invitations; and/or managing budgets.
Experience drafting general correspondence, reports and/or professional emails for internal communications.
Experience in assisting on logistics, coordination, protocol and event planning.
*recent is defined as within the last 5 years
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 general office procedure and practices, including effective correspondence by email
Competencies:
- Effective communication (written and spoken);
Strong judgement, tact and discretion;
Attention to detail;
Willing to learn and adapt; and
Teamwork and cooperation.
Abilities: - Able to manage multiple tasks, prioritize work and be flexible and organised under pressure;
Able to perform basic financial computations and transactions;
Able to work with computer software, such as Outlook, Excel, Word, and databases;
Ability to conduct research using online resources;
Able to handle sensitive and confidential situations.
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 (written and spoken).
- Fluency in Afaan Oromo.
- Master’s Degree.
- Significant experience managing a budget.
- Experience dealing with Protocol and VIPs.
- Experience working in an Embassy.
- Experience organizing events.
- Knowledge of the African Union.
- Operational Requirements:
Working hours: 37.5 hours per week, Monday to Friday
Hours of work: Monday to Thursday, 08h00 to 17h00 (8.25 hours per day), Friday 08h00 to 12h30 (4.5 hours per day).
May be required to work overtime.
May be required to work outside normal working hours (i.e. evenings and weekends).
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:
Copies of educational qualifications will be required at the interview stage of the process.
Before an offer of employment can be made, candidates must provide a local address as proof of residence).
Ability to meet the medical requirements as defined by the employer. Successful candidate(s) may be required to undergo a medical evaluation.
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.
Apply Online
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 Embassy of Canada to Ethiopia 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 . 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 Embassy of Canada to Ethiopia 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.
