Senior Administrative Assistant to the Ambassador

Summary of Duties:

This role will provide executive administrative support services to the Ambassador responsible for bilateral relations with Ethiopia, Djibouti, and other countries in the region, as well as general support services to the Embassy.  The Senior Administrative Assistant to the Ambassador will work in close coordination with the Ambassador’s Canadian Executive Assistant and other members of the Ambassador’s team. Duties will include: 

• maintaining a robust and effective network of contacts, with senior officers in both government and non-government institutions, across multiple countries of responsibility
• managing calendars, directories, mailing lists and inventories 
• drafting diplomatic correspondence
• supporting the coordination of high-level meetings and events, including at the Official Residence of the Ambassador
• coordinating incoming visitors and meetings with the Ambassador 
• coordinating daily logistics as well as out-of-town travel arrangements for the Ambassador and any accompanying Embassy staff 
• ensuring effective liaison with the administrative team of the Canadian Ambassador to the African Union and other sections of the Embassy
• conducting research, preparing documents, and translation support
• tracking and reporting on the budget  
• processing invoices and preparing claims for payment
• and performing other duties as required

Area of Selection:

This position is open to all candidates who have the right to reside and work in Ethiopia, who meet all the essential requirements stated 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.

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:

Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region, or country so that if selected, it will appear on the offer letter

Selection Process Nº: 181826-6

Salary: 1,050,057 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 - A3

Location: Embassy of Canada to Ethiopia

Closing date for application: 3 July, 2024 at 23:59 UTC/GMT +3:00

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 bachelor’s degree from a recognized post-secondary institution, OR a completed High School Diploma and a minimum of seven (7) years of relevant work experience in the areas listed under the experience criteria below. 

Language:

• Advanced level in English, both written and spoken 
• Advanced level in Amharic, both written and spoken 

Experience:

Applicants must have at least two (2) years of experience in each of the following areas:

• Experience in a professional office environment, including roles such as program coordination, customer service, or administration within a corporate organization, foreign mission, government office, or international organization 
• Experience in client-facing roles, providing advice and services through various channels (in person, by telephone, and electronic messaging)? 
• Experience with information management systems, databases, and maintaining accurate records and filing systems 

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are related 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 information technologies such as Microsoft Office (MS Word, MS Excel, MS PowerPoint, MS Outlook) 
• Knowledge of standard office practices and procedures   

Competencies:

• Thinking things through 
• Demonstrating Integrity and Respect 
• Focus on quality and details 
• Teamwork and Cooperation 
• Client focus 
• Adaptability and flexibility 
• Showing initiative and being solution-oriented 

Abilities: 

• Ability to organize workload, manage multiple demands, and meet deadlines and priorities in a high-paced work environment
• Ability to research, analyze and evaluate information effectively
• Ability to effectively communicate in both writing (e.g. strong writing, presentation, and reporting skills) and orally
• Ability to work under pressure and independently

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, both written and spoken 
• Experience working as an executive assistant 
• A minimum experience of 3 years working in a diplomatic mission or in an international or non-governmental organization 

Operational Requirements:

• Working hours: 37.5 hours per week, Monday to Friday (37.5 hours per week) 
• May be required to work overtime 
• May be required to work outside normal working hours (i.e. evenings and weekends) 

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 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 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 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 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.