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Program Assistant, Foreign Policy and Diplomacy Services (FPDS)

Embassy of Canada in the U.S.
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Summary of Duties:

The Consulate General of Canada in Detroit seeks an energetic, detail-oriented and reliable team player with a strong interest in international affairs, advocacy and global commerce to promote, advance, and strengthen Canada-U.S. bilateral political, economic and security interests within its 4-state territory (Michigan, Ohio, Indiana and Kentucky). Our employees benefit from working in a leading-edge foreign trade and development ministry that is both innovative and accountable.

The Mission offers a competitive salary, generous leave and a strong benefits package that includes medical, dental, long term and short 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).

Under the general supervision of the Foreign Policy and Diplomacy Services (FPDS) Consul, the Administrative Assistant supports the whole FPDS team by:

  • Providing administrative and secretarial support, including planning, organizing and providing logistical, budgetary and administrative support for travel, meetings, incoming delegations, conferences, receptions, and other events;
  • Maintaining efficient office filing systems and an inventory of relevant reference materials and key contacts; and,
  • Assisting with the administration of budgets and finances.

The FPDS Program Assistant will work closely with the various teams of the Consulate, the Canadian network of Consulates in the United States, relevant Government of Canada and Provincial departments and agencies to coordinate activities and initiatives. The candidate will demonstrate a strong ability to think innovatively around program delivery, plan effectively in a highly demanding environment, develop and engage a network of external partners, work independently in a proactive, accountable manner and communicate effectively.

 

Area of Selection:

This selection process is open to all applicants legally residing in the Detroit metropolitan region at the time of appointment. Candidates must be legally authorized to work in the United States.

Please note that the Consulate General of Canada in Detroit 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,

     or 

  • An acceptable combination of relevant experience, education and training.

 

Language:

  • An advanced proficiency level (writing and speaking) in English. 
     

Experience:

  • One year of recent* full-time work experience providing client service and/or administrative support in an office environment


*Recent experience is within the last five (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 and proficiency in computer software, including Microsoft Office Suite.
     

Competencies:

  • Effective interpersonal skills;  
  • Resilience and Adaptability;
  • Client orientation;  
  • Initiative and action orientation;
  • Focus on quality and detail.

 

Abilities: 

  • Ability to communicate effectively orally;
  • Ability to communicate effectively in writing; 
  • Ability to manage multiple priorities with tight deadlines;
  • Ability to effectively work as part of a team.  
     

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.

  • The ability to work in French;  
  • Prior work experience within a diplomatic environment;
  • Experience in financial administration, such as tracking budgets and preparing expense and hospitality/travel claims, and preparing routine financial reports;
  • Experience in records / information management;
  • Experience using Microsoft Office suite software, (e.g., Word, Excel, Outlook, PowerPoint); 
  • Experience organizing visits and events.

 

Operational Requirements:

Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. The willingness to work occasional overtime on evenings, weekends and holidays including travel is required. 
 

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.

 

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 Detroit values diversity, equity and inclusion in our workforce.

 

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.

 

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 Consulate General of Canada in Detroit 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, 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 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 Consulate General of Canada in Detroit 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.