Senior Program Coordinator
Common Services Coordinator (Senior Program Coordinator)
Selection Process Nº: 72278-67
Salary: 67,220.00 USD per annum plus benefits
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 USA.
Job Function: Administrative
Classification: LE - A3
Location: the Embassy of Canada to the United States
Number of Vacancies: 4
Closing date for application: 12 June, 2022 at 23:59 UTC/GMT -5:00
Summary of Duties:
The Embassy of Canada in Washington D.C. is hiring four (4) Program Coordinators to work with the Common Services, Alberta, Public Services and Procurement Canada offices and Canada Border Services Agency to provide administrative support services. Duties include but are not limited to the following:
Common Services Office - Under the general supervision of the Director of Common Services, the Common Services Coordinator provides support to a variety of teams in the Embassy. Typical duties include:
- Create and provide information and/or documentation; Respond directly to client service requests; Manage, track and record meetings, schedules and events; Review, audit, enter and track expenditures; Plans and provide logistical support for visits of Canadian government officials; Establish and maintain a network of contacts; Coordinate and prepare internal communications.
Alberta Washington Office - Under the general supervision of the Managing Director of the Alberta Washington Office, the Senior Program Assistant provides support to the Government of Alberta team, which is co-located in the Embassy. Typical duties include:
- Schedule, manage, and do follow up on meetings and events; Review, audit, enter and track expenditures; Play a key role in planning and overseeing logistics for visits of Alberta government officials; Respond directly to clients contacting the office; Assist with creation and distribution of information products; and Establish and maintain a network of contacts in local government, diplomatic and other circles.
Public Services and Procurement Canada (PSPC) Washington Office - Under the general supervision of the Director General, PSPC Washington Sector, the Senior Program Assistant provides support to the DG and PSPC Washington Office team. Typical duties include:
- Provide administrative support to the Director General, including monitoring the DG’s calendar and email; Manage, track and record meetings, schedules and events; Plan and provide logistical support for visits of Canadian government officials; Establish and maintain a network of contacts and engage with other embassy, Government of Canada and diplomatic stakeholders as required; Prepare travel, hospitality and expenditure requests for approval and review, audit, and track expenditures; Coordinate and prepare internal communications and respond to client requests; Electronically file information and maintain corporate records of business value; Order supplies and liaise with embassy support staff for office needs; Attend meetings in support of and to keep informed of administrative policy updates that affect the PSPC Washington Office.
Canada Border Services Agency (CBSA) - Under the general supervision and guidance of the CBSA Regional Director (RD) – Americas, the Operational Liaison Assistant (OLA) will perform a wide range of operational, strategic, administrative and clerical activities to assist the CBSA liaison officer program. Typical duties include:
- Participate in reporting on cross-border criminal activities and trends involving people and goods; liaise with local partners and contacts on a wide range of issues; Coordinate the RD’s travel, meetings, and schedule; Coordinate hospitality events, including venue preparation, catering, guest lists, budget, invitations, and oversee the execution and management of the event; Assist with immigration entry facilitation for Canadian VIP's / high-level visitors; Prepare draft budget submissions and monitor budget expenditures; prepare and process travel claims and other financial documents in the Embassy’s financial management system; Maintain a sound knowledge of the various sections in the Embassy to represent CBSA when liaising with other sections.
Area of Selection:
Open to residents of the United States who have independent work authorization and status in accordance with US protocol directives for employment in a foreign mission (US Citizen, Legal Permanent Resident, A-1 or A-2 visa), who meet all essential requirements stated below, and who submit their applications by the closing date. Please note that the Embassy will not reimburse relocation costs and 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.
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.
Candidates will be required to provide proof of the completion of their education.
- Two years of post secondary education resulting in an associates degree, diploma and/or professional certificate, or An equivalent combination of two years of post-secondary education and relevant experience relating to the positions’ duties and specific areas of competence.
This position requires an advanced level of proficiency (reading, writing, comprehension, and speaking) in English.
- A minimum of one year of full-time work experience providing client service and/or administrative support in an office environment, A minimum of one year of full-time work experience using Microsoft Office 365 Suite.
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.
- Standard office and administrative procedures and practices such as information management, meeting organization, email and phone etiquette, and project management. Microsoft Office 365 suite.
- Organization and Coordination Initiative Networking and Alliance Building Client Focus Judgement Attention to detail
- Ability to adapt to/learn quickly new work and processes Ability to identify issues, solve problems and provide effective recommendations Ability to manage multiple tasks while meeting tight deadlines and adapting to changing priorities Ability to communicate effectively orally and in writing Ability to work effectively within a team, independently, with supervisors and colleagues
Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.
- Ability to communicate in French. Experience working in an international environment.
For Canada Border Services Agency (CBSA) position only:
- Experience working for a law enforcement organization.
- Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.50 hours per week. Occasional overtime, including evenings and weekends, may be required with advance notice.
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.
- Vaccination compliance: All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated against COVID-19 as a condition of employment and to attest that they are fully vaccinated against COVID-19 prior to their starting date unless accommodation measures are granted.
- Other conditions of employment: Must have Independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions. In this respect, applicants must confirm independent work authorization in the United States (e.g. US Citizen, U.S Legal Permanent Resident (LPR), or specific visa categories (e.g. dependents of Diplomatic and Official Visas holders)) as required by the Department of State for employment in a foreign mission.
Special Request from Mission / Additional Comments:
- Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s strength is diversity and it has played a key role in Canada’s history and development. The Embassy values diversity, equity and inclusion in our workforce. We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long-term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at Jobs at our offices in the United States.
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-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.
- 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 the United States 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 LES-E-Recruitment-WSHDC@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 the United States 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.