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Job Ref:

Job Title:
Common Services Assistant (Finance and HR)

Starting annual salary PLN 80,397 gross

Vacancy type:
Fixed term

Term Details:
12-month term (with possibility of extension)



Warsaw, Poland

Closing date for applications:
19-04-2018 At midnight UTC/GMT

Summary of position:
Under the general supervision of the Common Services Officer, the Common Services Assistant (Finance and HR) provides daily financial, HR and administrative support to all mission programs. The Assistant is responsible for forwarding financial documentation to the Accounts for processing, as well as for preparing, filing and maintaining office documentation. The Assistant liaises with the local bank, monitors the mission’s local bank account and coordinates VAT and excise tax refund process for the mission. The position assists in preparing payroll, administering the Embassy’s participation in ZUS and supplementary benefits, as well as prepares and maintains HR documentation, data bases and files. The Assistant provides advice and support to clients regarding mission financial and HR procedures, participates in financial, administrative and HR projects, and performs other duties as required.

Essential qualifications:
Candidates must demonstrate concisely in their cover letter and CV how they meet the essential and asset criteria related to education, language, experience and knowledge.

• Fluency in Polish (oral & written).
• Fluency in English (oral & written).

• Post-secondary diploma / Bachelor’s degree in a relevant field (e.g. finance, accounting, economy, administration, business administration, HR administration, payroll, etc.); or
• an acceptable combination of education, training and experience – at least 3 years’ recent* experience in a finance, accounting, administration or HR department.
*Recent is defined as within the past 5 years.

• Minimum 2 years’ recent experience* working in an office environment in an administrative support capacity (in a finance, accounting, administration or HR department); and /or
• Minimum 2 years’ recent experience* working for an international organization or diplomatic mission in an office position;
*Recent is defined as within the past 5 years.

• Knowledge of Microsoft Office (Word, Excel, Outlook);
• Knowledge of standard office procedures and practices;

• Strong financial acumen and attention to detail;
• Effective interactive communication – oral and written;
• Ability to plan and organize workflow, coordinate information;
• Ability to search for information and to prepare and monitor financial and HR data;
• Ability to provide quality services to clients;
• Ability to work independently as well as in team environment;
• Initiative and sound judgement;
• Flexibility and adaptability;
• Honesty, discretion and integrity.

Asset Qualifications:
Preference may be given to candidates who have one or more of the following asset qualifications:

• Experience in a finance or accounting department;
• Experience with SAP programs;
• Experience in HR administration and payroll preparation;
• Knowledge of Polish payroll and ZUS reporting programs;
• Knowledge of French (oral and written).

If candidates meet the factors listed in the asset qualifications, they must also clearly demonstrate how they meet this factor in their covering letter.

Organizational Needs:

Operational Requirements:
• May be required to work overtime, weekends and after normal working hours on occasions.
• Hours of work: Normal working week 37.5 hours (7.5 hours per day).
• The results of this competition may also be used to establish an eligibility list of staff for similar openings at the Embassy of Canada in Poland (emergency, term and indeterminate) which might arise in the 24 months following the completion of this competition.

Condition(s) of Employment:
• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain a Reliability security screening (including a criminal record and credit check).
• Proof of right to work in Poland and copies of educational qualifications will be required at the interview stage of the process.
• A labour medicine certificate will be required.

Area of selection:
This position is open to individuals who are eligible to reside and work in Poland, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Candidates should bear in mind that a physical presence will be required during the assessment stages. The Canadian Government is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit. All employee activities will be governed by the Government of Canada’s Code of Values and Ethics.

Important Notes:
How to apply:
• Please click on the “Apply” button and complete the online application form. Candidates are also required to upload a CV and a covering letter. Application documents should be prepared either in English or French language. Applications which do not include all of the requested documents or information will be rejected.
• Candidates must demonstrate concisely in their cover letter how they meet the essential and asset qualifications.

Important notes:
• Candidates are entitled to participate in the appointment process in the official language of their choice. They are asked to indicate their preferred official language in their application (English or French).
• Communication for this process will be sent via email. It is the responsibility of the candidate 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 email from unknown users (some email systems block these types of email).
• Candidates selected at the screening stage will be invited for further assessment. Methods of assessment may include, but are not limited to, a written examination, and/or an oral interview.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• If candidates need any special assistance in terms of attending interviews or participating in the interview process then please let us know whilst making the application.
• The Embassy of Canada in Poland does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Please note that the Embassy of Canada in Warsaw, Poland does not sponsor work permits directly or indirectly.
•• If you have any questions at any stage of the process, please send an email to

Sorry, this vacancy is closed.

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