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Job Ref:
2724

Job Title:
Consular Administrative Assistant

Salary:
KES 1,352,270 per year

Vacancy type:
Fixed term

Term Details:
Term (until March 31, 2020), potential to become indeterminate The eligibility list created from this process may also be used to identify candidates for other LE-04 positions (indeterminate, term or emergency). This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Kenya

Level:
Assistant

Classification:
LE-04

Location:
Nairobi

Closing date for applications:
26-10-2018 At midnight UTC+1 / GMT+1

Summary of position:
Under the supervision of the Deputy Management Consular Officer (Vice-Consul), responds to inquiries and provides routine passport, citizenship and other consular services to Canadians; provides financial administrative services in support of the provision of passport, citizenship, and other consular services; provides other administrative services to the Consul, the Senior Consular Officer and the two Passport/Consular Assistants; maintains administrative records for the passport inventory; acts as a backup for different positions in the section and performs other duties as required.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

Education:
• A degree or diploma from a recognized university or post-secondary institution

Language:
• Proficiency in English – (reading, writing, comprehension and speaking)

Experience:
• Recent experience* in an administrative role in an office environment
• Previous experience in a client service position
• Experience with prioritizing, organizing and coordinating a large volume of telephone enquiries and correspondence (mail, email)
• Experience providing financial administrative services

* “Recent experience” means 2 years’ experience within the past 3 years.

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 in their cover letter and CV.

• Experience working for a diplomatic mission or an international organization
• Experience working with distressed clients
• Proficiency in Somali – (reading, writing, comprehension and speaking)
• Proficiency in French – (reading, writing, comprehension and speaking)
• Proficiency in Swahili – (reading, writing, comprehension and speaking)
• Experience in logistical support and coordination of hospitality events

Organizational Needs:
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:
• Knowledge of standard office procedures and practices
• Competent in the use of Microsoft Office suite (Word, Excel, Outlook)
• Understanding of the local social service infrastructure, such as law enforcement and medical/legal service providers – in the High Commission’s areas of accreditation (Kenya, Somalia, Uganda, Rwanda, Burundi, South Sudan).

Abilities/Competencies:
• Effective Interactive Communication – Oral and Written
• Ability to work under pressure
• Ability to quickly and accurately gather and manage information
• Adaptability and Flexibility
• Teamwork and Cooperation
• Client Focus
• Discretion
• Values and Ethics, professional integrity
• Focus on Quality and Details

Operational Requirements:
• Ability to work overtime
• Hours of work: 37.5 hours per week (Monday to Friday)

Condition(s) of Employment:
• Kenyan citizenship, holder of a valid Kenyan work permit or otherwise legally able to work at the High
Commission (please note The High Commission of Canada in Nairobi does not sponsor work authorizations directly or indirectly).
• 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.
• Obtain and maintain a reliability rating (security clearance) from the Government of Canada covering the entire employment period. This includes a criminal and credit background check.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Kenya, eligible to work and located within the vicinity of Nairobi, who meet all of the essential requirements stated below, and whose applications are received by the closing date.

Important Notes:
• Candidates are also required to upload a CV and a covering letter in English or in French. Applications which do not include all of the requested documents or information will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to:
RSCEMA.PERSONNEL@international.gc.ca prior to the closing date. Failure to so will result in the application being rejected

• Only applications submitted in one of the official languages of Canada will be accepted (English or French). Candidates are entitled to participate in the recruitment process in the official language of their choice and to indicate their preferred official language in their application.
• 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 this type of email).
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The High Commission of Canada in Nairobi does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• If candidates need any special accommodation for exams or interviews, please let us know in advance of these assessments.
• The results of this competition may also be used to establish an eligibility list of staff for similar openings at the High Commission of Canada in Nairobi which may arise in the 12 months following the completion of this competition.
• If you have any questions at any stage of the process please send an email to RSCEMA.Personnel@international.gc.ca




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