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Job Ref:

Job Title:
Common Services Assistant

€36,035 Euros gross per annum plus benefits

Vacancy type:

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Ireland.



Dublin, Ireland

Closing date for applications:
07-12-2018 At midnight UTC/GMT

Summary of position:
Under supervision, provides business management and executive administrative support services to the Management Consular Officer (MCO); Performs verification of accounts, invoice processing, preparation, scanning and filing invoices in P2P; Responsible for verifying accuracy of data entry and forwarding/liaising with the London CSDP /Accounting Section; Develop a program for maintenance, repair, upkeep of Crown owned/leased properties; Maintain property and service related records; Organise and implement purchasing of all materials for mission (receipts, storage, distribution and disposal); Coordinate with different agents all shipments shipped to and from mission and prepare appropriate documentation for clearance; Provide support to CBS during the relocation season and perform other duties when required; prepare reports for signature; support Mission events and logistics planning and support regional focus of program by supporting administrative interactions and proactively cooperating with regional offices relating to normal job duties; coordinate payment of invoices; responds to service requests from clientele 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.

• University degree from a recognized university or an acceptable combination of education (professional qualification) and work experience as an executive assistant

• Fluent in English (oral and written)

• Recent* experience supporting a team of business professionals and assisting high level executives to carry out daily operational tasks such as written correspondence, emails, event planning and telephone calls
• Experience in working in at least two of the following areas:
o Administrative processes and procedures
o Financial operations and procedures and accounting processes
o Property services
o Events management
o Human Resources
• Experience in providing briefings and preparing material for presentations; responding to client enquiries, conducting research, drafting reports

Recent* is defined as within the past 4 years.

Rated Requirements

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.

Proof of right to work in Ireland and copies of educational qualifications will be required at the interview stage of the process

• Knowledge of standard office suite software applications (Microsoft applications, Excel, Word, Outlook) and other accounting packages/financial systems
• Knowledge of administrative processes, standard office procedures and practices
• Knowledge of general business research skills

• Interpersonal skills – working with officials, clients and contacts in an effective manner
• Client Focus, ability to provide quality services to clients
• Effective Interactive Communication-oral and written
• Ability to manage multiple projects, prioritise and meet deadlines
• Ability to function as part of and contribute to a team
• Flexibility and adaptability
• Attention to details

Asset Qualifications:
• Previous experience in a Government or public Sector environment
• Knowledge of the operations of a Canadian Mission Abroad
• Fluency in French (written & oral)
• Professional certifications including any related to managing projects or events.

Organizational Needs:

Operational Requirements:
• Hours - 37.5 hours per week, 5 days a week
• Ability to work overtime occasionally after normal working hours

Condition(s) of Employment:
• Applicants must hold a valid working authorization covering the period of employment. If the employment is of an indeterminate nature, or becomes indeterminate, then the work authorization should be permanent or lead by itself to permanent work authorization. The Canadian Government cannot sponsor a candidate to obtain work authorization documents.
• Obtain and retain an enhanced reliability clearance (security clearance). The appointment of the successful candidate will be subject to Medical Clearance and Reliability Check (RC) obtained by the Administration and Security sections of the Embassy to obtain work authorization documents.

Area of selection:
This position is open to individuals who are eligible to work in Dublin, Ireland, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Open to Internal and External candidates. Please note that the Embassy of Canada to Ireland does not sponsor work authorizations directly or indirectly. The Canadian Government 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 any other factor.

Important Notes:
• Candidates are required to upload a CV and a covering letter. 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, if relevant, the asset qualifications.
• Candidates who are unable to submit their application due to technical difficulties must report these to: 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.
• Please note that some email systems may block emails from unknown users. Candidates should include an email address that accepts email from unknown users and regularly check their email, including junk mail.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Dublin does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• If candidates need any special assistance in terms of attending exams or interviews then please let us know during the application process.
• 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 Dublin, which might 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

Sorry, this vacancy is closed.

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