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Job Ref:
1880

Job Title:
PROGRAM ASSISTANT

Salary:
34 679 € annual gross + benefits i.e. possibility of monthly additional 6.5 hours at 125% hourly rate + 7 OTR days a year, transportation benefit, 13th month, health insurance benefit

Vacancy type:
Indeterminate

Term Details:
Full time Indeterminate/permanent position

Level:
Assistant

Classification:
LES-6

Location:
Embassy of Canada, 35 Montaigne Avenue, Paris 75008

Closing date for applications:
11-09-2017 At midnight UTC/GMT

Summary of position:
Under the direction of the Counsellor and Head Political Affairs, the incumbent functions as assistant to the Political section of the Embassy and performs a.o. the following tasks:
1) Assistance with the budgetary and administrative management of the section
2) Coordinates meetings follow-ups, transmits requests and information to the officers of the section, assists in the organization of large-scale activities
3) Organizes or collaborates in the organization of visits, seminars, roundtables and other meetings
4) Writes short reports, notes, and other correspondance documents
5) Performs other duties when needed

Essential qualifications:
Candidates will initially be screened based on the essential qualifications in relation to education, experience and languages. Asset qualifications can also be taken into account in the screening process.
Candidates have to clearly demonstrate and explain in their application letter (letter may not exceed 750 words) and CV how they meet each criteria of the essential qualifications and possibly also for the asset qualifications. It is not sufficient to simply state responsibilities. They must also demonstrate and explain how they meet the criteria, not simply list the criteria they meet.

Pre-screened candidates will be evaluated in relation to the required qualifications by the following possible means: written test, interviews, role play, situational questions, reference checks, psychometric tests.


Education:
• Higher Education Diploma (equivalent to French BAC + 2 i.e. a level 3 French diploma) or Canadian post-secondary diploma. Relevant experience i.e. a 5 year working experience in the position's three related fields (see experience section below) could replace the postsecondary diploma requirement. In this case, a French bacalaureate degree or Canadian equivalent remains required.
Languages:
Excellent knowledge of French (written and spoken)
Good knowledge of English (written and spoken).

Experience:
At least, three year of recent* working experience in the following areas :
1. Office work and administrative assistance , such as managing schedules, business trips, follow-ups on documents, messages, information requests, contact lists, inventories etc..
2. Budget management, accounting and financial oeprations in a private or public organization
3. Coordination and follow-ups of meetings, conference calls, special projetcs or events.
*Note: recent is defined as acquired within the last 5 years.

Experience and ease using emails, MS Office (Word, Excel and Outlook)
Experience and ease using social media applications (Twitter, Facebook, etc….)


Abilities :
1. To plan and organize a diversified workload as well as prioritize ;
2. To manage a budget : organize, determine and analyze financial data and provide recommendations ;
3. To organize an event, including protocol, invitations, location and hospitality issues
4. To ensure appropriate follow-up on numerous and diversified files.

Competencies :
1. Adaptability and flexibility
2. Teamwork and cooperation
3. Effective interactive communication
4. Judgement
5. Attention to detail and quality
6. Efficient and result oriented

Asset Qualifications:
Preference may be given to candidates who in addition to meeting all of the essential qualifications do also meet the following asset qualifications. In this case, candidates will have to explain in their application letter how they demonstrate the following assets:
Experience:
1. Experience in administrative assistance in a Embassy or diplomatic representation abroad;
2. Experience using a client management application system;
3. Experience with Government of Canada financial policies and procedures;
4. Experience using financial computer applications.
If candidates meet the factors listed in the asset qualifications they must also clearly demonstrate how they meet these factors in their covering letter and/or CV in order for these to be taken into account.

Organizational Needs:
• Occasional overtime upon short notice;
• Occasional business trips outside Paris to assist coordinating and implementing section projects or initiatives;
• Full time position;
• Regular hours of operations: 09:00-12:30 & 13:30-17:30;
• May require work under short notice and under pressure in a open space environment
• Position vacant : 01 September 2017.

Operational Requirements:
• Occasional overtime upon short notice;
• Occasional business trips outside Paris to assist coordinating and implementing section projects or initiatives;
• Full time position;
• Regular hours of operations: 09:00-12:30 & 13:30-17:30;
• May require work under short notice and under pressure in a open space environment
• Position vacant : 01 September 2017.

Condition(s) of Employment:
• To reside and be legally authorized to work as an employee and live in France on a permanent basis;
• To be able to obtain and maintain a enhanced reliability security clearance of the Government of Canada.

Area of selection:
This position is open to individuals who have their main residence in France and who are legally authorized to work in France permanently as an employee, who meet all of the essential requirements stated below and possibly the asset qualifications stated below as well, and whose applications are received by the closing date and time. Candidates must have their main residence and permanent working authorization as an employee in France at the time of the publication of the present offer. Important: The Embassy of Canada in Paris does not sponsor and does not assist in any way in obtaining a residence and work permit. This position is open also to spouses of Canada Based Staff members posted in one of the three Canadian missions in Paris (Embassy of Canada, Canadian delegations to OECD and UNESCO) who meet all of the essential requirements stated below and possibly the asset qualifications stated below as well, and whose applications are received by the closing date and time.

Important Notes:
How to apply
• Please complete the online application form. Candidates are also required to upload a copy of their CV and an application letter (750 words maximum).
• Candidates must clearly demonstrate in their application letter how they meet the essential qualifications and, if applicable, the asset qualifications. They need to clearly and concretely explain how they meet each criteria related to studies and experience and if applicable, demonstrate and explain each asset qualification.
• Candidates must also include in their cover letter the names, titles, email and phone numbers of at least 3 persons, including at least two direct supervisors who can serve as professional references over the last 3 years;
• The third person serving as a reference may be a client, or an academic reference or another supervisor.
• Any application missing any requested documents and/or requested information will be automatically rejected.
Important notes
• Communication for this process will be sent via email. It is the candidate’s responsibility to ensure accurate contact information is provided, and updated as required.
• Candidates who apply to this selection process should include an email address that accepts emails from unknown users (some email systems block these types of emails).
• Candidates selected at the screening stage will be invited for further assessments. Methods of assessments may include, but are not limited to : written examinations, oral interviews, role-plays, situational questions, practical exercices.
• Assessments will be held at the Embassy of Canada in Paris.
• Assessments are currently being planned during the weeks of 18 and 25 September 2017.
• Reference checks will be sought for candidates that reach interview stage and may be taken into account in the selection process.
• The Embassy of Canada does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs in case of appointment.
• The Embassy of Canada in Paris does not sponsor work permits directly or indirectly and does not petition on your behalf nor assist in any way regarding the process of obtaining a residence or working permit.
• After assessments, a list ranking the candidates according to the results obtained during the competition process will be established. The position will be awarded to the most successful candidate based on the ranking.
• The results of this competition may also be used to establish an eligibility/reserve list of candidates for similar openings at the embassy (permanent or term), for a period of up to 12 months following the completion of this competition.
5. If you have any questions, please send us an email at paris-rh@international.gc.ca. This email address does NOT accept any applications. Applications must be sent online to the link address indicated above in “How to apply”.




Sorry, this vacancy is closed.

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