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Job Ref:
2926

Job Title:
Administrative Assistant with Consular Support

Salary:
ISK 4,887,577 per annum

Vacancy type:
Indeterminate

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

Level:
Assistant

Classification:
LE-05

Location:
Embassy of Canada in Reykjavik

Closing date for applications:
21-01-2019 At midnight UTC/GMT

Summary of position:
Under the supervision of the Administrative and Consular Officer, the Administrative Assistant (LE-05) provides daily administrative support and services; provides and creates information and/or documentation; responds to service requests from clientele, provides back-up consular services; and performs other duties as required.
Provides daily administrative support and services by:
• Preparing and maintaining office documentation and files in hard copy and/or electronic format.
• Invoice processing preparation (scanning and filing invoices), expense claims, and submission.
• Obtains goods and services as directed.
• Tracking and coordinating meetings, event and/or schedules.
• Preparing and maintaining lists and contact information.
• Provides direct administrative support to Administrative and Consular Officer as requested, and other programmes as required.
Provides and creates information and/or documentation by:
• Drafting and sending written replies.
• Contacting suppliers to resolve problems concerning invoices, payments and receipts.
• Receiving documents or information and entering the required information into data system(s).
• Coordinating mail and email, processing invoices, and maintaining appropriate record logs.
• Completing appropriate documentation and generating reports.
Responds to requests from clientele by:
• Interacting with customers, co-workers and supervisor and providing answers to routine questions.
• Using the telephone, internet and other similar communication devices to respond and coordinate information.
Provides back-up Consular and Passport Services at post including:
• Processes passport applications and citizenship documents for Canadian citizens abroad.
• Provides Consular support services to Canadians in distress.
• Ensures upkeep of various information documents in the Consular section.
• Acts as back-up to the Consular Assistant during absences.
Performs other duties as required:
• Controls physical access to the Embassy, and monitors clients in the Reception area and reports as required.
• Assists in setting up for hospitality events. Participates in the welcoming of guests, as required.
• Other related duties.

Essential qualifications:
Education:
• Completion of secondary school (High School)

Language:
• Fluency in English (written & spoken)
• Fluency in Icelandic (written & spoken)

Experience:
• Experience (minimum 6 months) within the last 5 years in an office environment relevant to the position.
• Experience in working in an office with a strong focus on client service and following standard office procedures.
• Experience with book-keeping and spreadsheets and in preparing and delivering accurate and concise information effectively.

Knowledge:
• Knowledge of Microsoft Office (Excel, Word, Outlook).
• Knowledge administration of office procedures and practices.
• Knowledge of operation of Icelandic business environment.

Ability/Competencies:
Ability to communicate in person and in writing
Ability to analyze and evaluate information
Ability to calculate and spot and correct errors
Ability to maintain accurate records
Ability to prioritize
Personal Suitability
Excellent Teamwork and Cooperation
Excellent attention to details
Adaptability and flexibility
Effective Interactive Communication
Client focus
Organized and consultative
Good Judgement
Reliable and dependable

Asset Qualifications:
Preference may be given to candidates who have the following asset qualifications:
• Fluency in French (written and spoken).
• Previous experience working in a Government or Public Sector Environment
• Previous experience working in one of the following fields – finance, human resources, purchasing, property, government administration
• Knowledge of Canada

If candidates meet the factors listed in the asset qualifications they should also clearly demonstrate how they meet these factors in their covering letter.

Organizational Needs:

Operational Requirements:
• Ability to meet operational requirements during published working hours: 37.5 hrs per week, 5 days per week.
• Willingness and ability to work overtime on rare occasions such as during a large event like Canada Day or a consular emergency (as back-up to the consular assistant).
• Ability and willingness to serve French-speaking consular client upon request.

Condition(s) of Employment:
• Able to obtain and maintain a Government of Canada Reliability Status Clearance (RS). Please note that the RS clearance must be maintained throughout your employment at the Embassy, a failure to do so may result in dismissal.
• Must have a valid work authorization covering the employment period.
• Must have a valid driver licence to operate a vehicle in Iceland.

How to apply:
• Please follow the link http://wfca-tpce.com/vacancyView.php?requirementId=2926& and complete the online application form.
• Candidates are also required to upload a cover letter and CV in English or 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.

Area of selection:
Open to all external applicants eligible to legally reside and work in Iceland at the time of the application who meet all of the essential qualifications and whose applications are received by the closing date. The Canadian Government is an equal opportunities employer. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other factor. PLEASE NOTE THE EMBASSY OF CANADA DOES NOT DIRECTLY OR INDIRECTLY SPONSOR WORK PERMITS.

Important Notes:
• 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 candidates to ensure accurate contact information is provided and updated as required.
• Candidates who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Iceland does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Embassy of Canada in Iceland which might arise in the 12 months following the completion of this recruitment process.
• If you have any questions at any stage of the recruitment process, please send an email to: RSCEMA.Personnel@international.gc.ca




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