The Embassy of Canada in Washington, D.C. is accepting applications for the position of Consular Assistant, details as follows.
Position title: Consular Assistant
Location: Embassy of Canada, Washington, D.C.
Position no: EXT-422774X
Starting salary: $53,512 USD plus benefits
Competition no: 4346
Date posted: February 4, 2021
Closing date: February 22, 2021 06:00:00 PM ET
Employment Tenure: Indeterminate This staffing process may be used to create an eligibility list of qualified candidates for this position and for similar positions in other programs at the Embassy with various tenures, including indeterminate, term, assignment/ transfer, emergency, and acting opportunities.
Area of Selection:
This competition is open to applicants who are:
- Persons living in the greater Washington Metropolitan area;
- Employees of the Embassy of Canada in Washington, DC;
- Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance; or
- Spouses and dependents of Canada-based staff (CBS) at the Embassy of Canada.
All applicants must:
- Have independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.
- Meet at least one of the Area of Selection criteria.
- Meet all of the Essential Requirements stated below.
- Submit a resume and a cover letter by the closing date and time. The cover letter must:
- Demonstrate how you meet the essential requirements under Language, Education and Experience;
- Confirm residency requirement stated in the Area of Selection;
- Confirm independent work authorization in the United States. (US Citizen, Legal Permanent Resident (LPR), or specific visa categories (A, G or NATO-2 only) as required by the Department of State for employment in a foreign mission)
Note: Failure to provide any of the information required above will result in your application being rejected. All communication relating to this process, including email correspondence may be used in the assessment of qualifications. Supporting documentation will be verified during the process.
Summary of duties:
The Consular Assistant will provide a wide range of services to the Consular Section in Washington, D.C. The work will have a focus on information gathering, some research and analysis, statistical analysis, and data integrity. The work will relate to all areas of consular services with special focus on arrest and detention files. Specifically, the Consular Assistant will support Senior Consular Officer to track the movements of Canadian detainees through the federal penal system and to review case management data to ensure information in COSMOS/CCEM is structured and recorded in a way to facilitate accurate reporting and statistics. The Consular Assistant will support various program activities including provision of front line client services via telephone or email to internal & external clients as needed. The incumbent will also support the US mission network in areas such as resource mapping research and assisting in the updates of consular support documents.
The Consular Assistant provides accounting and budgetary support; coordinates work related to contracts; prepares financial claims; processes invoices and bills; contributes to the oversight and review of budgets; maintains comprehensive knowledge of office routines, procedures and functions of program; and supports events and tracks logistics. The incumbent provides administrative services and support; responds to routine service requests; and performs other duties, as required.
Candidates must demonstrate clearly how they meet the Language, Education and Experience requirements listed below. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.
Fluent in both English and French
A degree from an accredited university; or an acceptable combination of relevant professional experience (at least 2 years), education (college or post-secondary diploma), and training.
- A minimum of one year of experience providing administrative support services in a government or corporate office environment or equivalent;
- A minimum of one year of experience writing and editing in a business context, including reporting;
- A minimum of one year of experience maintaining a database, tracking information, entering extensive data, analysing data, generating statistical reports, and reporting to management;
- Experience providing front-line client service in a complex office environment;
- Experience in financial processes such as invoice payments, processing travel or hospitality claims, preparing financial agreements, etc.; and
- Proficiency in Microsoft Office Suite.
Candidates who meet the Language, Education and Experience requirements will be assessed on the following qualifications. The assessment may include: a written test, an interview, an in-basket exercise, and/or a skills test.
- Knowledge of best practices in business communication and etiquette;
- Knowledge of administrative and financial processes, such as record keeping, expense management, budget tracking, and the preparation of reports; and
- Knowledge of and proficiency in Microsoft Office.
- Communicate effectively in English and French, both orally and in writing;
- Research, analyze, and evaluate information effectively;
- Provide client service support to internal and external clients,
- Prioritize and manage competing demands and deadlines in a fast-paced environment;
- Identify existing or potential problems and recommend solutions; and
- Prepare daily, monthly, quarterly and yearly reports, both in spreadsheet and document formats, for the consular program.
- Effective interpersonal skills;
- Sound judgement;
- Teamwork and cooperation;
- Integrity and respect;
- Attention to detail; and
- Familiarity with Global Affairs Canada Consular documentation, service standards, procedures and protocols;
- Experience with a Customer Relationship Management system (CRM); and
- Prior work experience within a diplomatic environment.
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Failure to meet any of the essential requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for assessment of the Rated Requirements. The assessment may include an interview, a written test and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position. Reference checks will be sought for candidates who reach the interview stage and may form part of the selection process. 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 who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder. Candidates requiring any special assistance in attending exams or interviews are requested to inform us prior.
The Embassy offers a competitive salary plus leave and health benefits package. Leave includes paid vacation, sick, and family/personal leave. Health packages covers medical, dental, disability, and retirement. Other benefits include prime work location in proximity to Metro, standard 37.5-hour work week, on-site parking, on-site gym with cardio and weight room, and on-site cafeteria. The Embassy promotes work-life balance and offers a dynamic and healthy work environment
The Embassy is committed to conducting inclusive, barrier-free selection processes. 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.
Condition of employment (must be met):
- Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check;
- Independent work authorization in the United States and status in accordance with U.S. protocol directives for foreign missions (US Citizen, LPR, or specific visa categories as required by the Department of State for employment in a foreign mission [A, G or NATO-2]); and
- 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.
- Due to the situation with COVID 19, many employees with the Embassy are currently teleworking. Consular Program employees may be required to work on site at the Embassy as needed. As the Embassy moves through its reopening phases, and based on the requirements of the position, the incumbent may be required to work on site at the Embassy with more regular frequency. Once the Embassy returns to normal operations, the incumbent will be expected to work from the Embassy, as required.
Hours of work:
Normal hours of work for this position are in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent may be required to work overtime as needed.
Method of application:
Applications will only be considered when received through our online portal. Apply online at http://www.wfca-tpce.com/vacancyView.php?requirementId=4346&source=PO