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Program Assistant (Anticipatory)

Embassy of Canada in the U.S.
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SUMMARY OF DUTIES

The Consulate General of Canada in Dallas is seeking to staff a Program Assistant position. This process may also be used to establish a pool of qualified candidates for similar positions that may arise at the mission.

The incumbent will provide administrative and operational support to one of several mission programs, including but not limited to the Political-Economic or Trade sections. The successful candidate will be assigned to a specific program and will contribute to the effective delivery of program priorities by supporting operational, financial, and/or logistical activities.

Responsibilities may include, but are not limited to:

  • Provides administrative and clerical support to program operations, including preparing correspondence, reports, and briefing materials;
  • Organizes meetings, schedules appointments, and supports visits, events, and hospitality activities;
  • Arranges travel and accommodation for program staff and visiting officials;
  • Processes payments and maintains financial records, including tracking expenditures and preparing financial documentation;
  • Conducts basic research, compiles information, and maintains files, databases, and contact lists;
  • Responds to inquiries and provides information on procedures and requirements;
  • Maintains professional relationships with local contacts and service providers;
  • Supports communications and monitors program-related media and social media;
  • Assists committees and working groups by preparing documentation and coordinating logistics;
  • Ensures compliance with applicable policies, procedures, financial controls, and privacy requirements;

     

AREA OF SELECTION

This selection process is open to applicants currently residing in Texas who meet all the essential qualifications and whose applications are received by the closing date. Candidates must be legally authorized to work in the United States. 
 

Please note that The Consulate General of Canada in Dallas 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 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:

  • College diploma or postsecondary school technical or professional diploma attesting two or more years of full-time studies. 

     OR

  • An acceptable combination of post-secondary education and minimum two years of relevant professional 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. 

  • Advanced proficiency level in English (reading, writing, comprehension and speaking).   

 

Experience

In order to perform the duties relevant to this job, the following experience is required.

  •  A minimum of one (1) year of recent experience* providing administrative support to a unit, including tasks such as managing calendars and correspondence, reviewing documents, and coordinating travel and logistical arrangements. 

 *Experience must be within the last five years. 

 

Competencies

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

  • Knowledge of General Office Procedures and Practices
  • Proficiency in Microsoft Office 365 Suite including Word, Excel, Outlook, and PowerPoint, SharePoint, and collaborative tools  
  • Judgement and discretion
  • Focus on quality and detail
  • Written Communication
  • Oral Interaction
  • Working with Others

*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.

  • Ability to communicate in French
  • Experience working in a diplomatic mission or intergovernmental organization.
  • Experience organizing and supporting meetings, visits, events, or hospitality activities, including coordinating logistics.
  • Experience processing payments, tracking expenditures, or supporting financial or budget monitoring activities.
  • Experience responding to client or stakeholder inquiries and providing administrative guidance or information.

 

 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.

  • Normal hours of work for this position are in accordance with the Locally Engaged Staff regulations of 37.5 hours per week.
  • Location of work: Employees must be able to work in person in the office at the Consulate General of Canada in Dallas. 
  • 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. They are to be maintained throughout the employment period.

  • 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. 

 

Special Request from Mission / Additional Comments: 

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 (international.gc.ca)   

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. Canada’s strength is diversity and it has played a key role in Canada’s history and development.  Because of this, the Consulate General of Canada in Dallas values diversity, equity and inclusion in our workforce. 

 

HOW TO APPLY

Follow the instructions below 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 LES-E-Recruitment-WSHDC@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:

  • Please note that the Consulate General of Canada in Dallas 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 Consulate General of Canada in Dallas 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 (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 Consulate General of Canada in Dallas, 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.