Government of Canada
Symbol of the Government of Canada

Government of Canada



  1. Home
  2. >
  3. Our Office
Job Ref:

Job Title:
Consular and Passport Assistant

30,003 Euros gross per year

Vacancy type:
Fixed term

Term Details:
One year term contract (approximately 12 to 14 hours per week) with the possibility of increasing working hours up to 37.5 per week from mid-June; contract may become indeterminate based on operational requirements. This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Spain.



Madrid, Spain

Closing date for applications:
24-01-2019 At midnight UTC+1 / GMT+1

Summary of position:
Under the general supervision of the local Consular Officer, the incumbent provides information, advice and services to the local Canadian community, including the processing of passport and citizenship applications; supports consular program delivery at the Mission; ensures information, advice and assistance is provided in a manner compliant with the policies and procedures of the Government of Canada and Global Affairs Canada.

Essential qualifications:
Candidates will initially be screened based on the essential qualifications in relation to education, experience and languages. They must demonstrate clearly in their covering letter and CV how they meet each of the Language, Education and Experience qualifications. It is not sufficient to simply state responsibilities. The candidates must also demonstrate and explain how they meet the criteria, not simply list the criteria they meet.

Legal authorization to work in Spain is essential; a copy of national ID or residency permit must be submitted at the time of application; proof must be uploaded with other relevant documentation.

• Graduation with a degree from a recognized university or a combination of studies and pertinent work experience.

• Fluency in French (written and spoken);
• Fluency in English (written and spoken);
• Working knowledge of Spanish (written and spoken).

• Minimum two years’ recent* experience work or volunteer experience in administration, a customer service role, a data entry role or an administrative support capacity. A proof of effective unpaid work or volunteer experience could be requested.
*Recent experience is defined as in the last five years.

• Knowledge of Global Affairs Canada;
• Knowledge of Microsoft Office (Outlook, Word, Excel) and Internet;
• Knowledge of administrative practices and procedures.

• Ability to manage competing priorities effectively in a high-paced work environment;
• Ability to analyze, evaluate information and take practical action;
• Client focus;
• Effective Interactive Communication – Oral and Written;
• Team-work and co-operation.

Asset Qualifications:
Preference may be given to candidates who have the following asset qualifications:

• Experience working for a diplomatic mission or a governmental or international organization;
• Work experience in Canada or in an organization linked to Canada.

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

Organizational Needs:

Operational Requirements:
• Requirement to work directly with the public;
• Availability and willingness to work overtime;
• Upon receipt of the security clearance, start work as of the end of March or the beginning of April 2019.

Condition(s) of Employment:
• Must possess the right to live and work in Spain - a valid work permit or residency for Spain;
• The appointment of the successful candidate will be subject to a Reliability Status Check obtained by management. Reliability clearance must be maintained throughout employment;
• The successful candidate will be subject to passing an exam on the passport issuance with a minimum passing grade of 80%, within the first month of employment. The candidate will follow a two-week paid self-study course at the Embassy to prepare for the exam and if he/she is unable to pass the exam within the stated period, the employment will end.
• Proof of right to work in Spain and educational qualifications will be required at the initial application stage of the process.

Area of selection:
This position is open to candidates who are legally authorized to work in Spain, who meet all of the essential qualifications stated below and whose applications are received by the closing date. Please note that the Embassy of Canada to Spain does not sponsor work authorizations directly or indirectly. The Government of Canada 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 irrelevant factor.

Important Notes:
How to apply
• Please follow the link and complete the online application form.
• Candidates are also required to upload a proof of the right to legally work in Spain, a CV and a covering letter in English or French. Applications which do not include all of the requested documents or information will be rejected.
• Candidates must demonstrate concisely in their covering letter how they meet the essential and asset qualifications.

• Only applications submitted in one of the official languages of Canada (English or French) will be accepted. 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 emails from unknown users; some email systems block these types of email.
• Candidates selected at the screening stage will be invited to a language test by telephone between January 29th and 31st, 2019; to a written examination on February 5th, 2019 and an oral interview between February 14th and 15th, 2019. Dates are unchangeable; if you are not able to comply, your application will not be retained.
• Reference checks will be sought for candidates who reach interview stage and may form part of the selection process.
• The Embassy of Canada in Madrid does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• The Embassy of Canada to Spain does not sponsor work authorizations directly or indirectly.
• The results of this competition may also be used to establish an eligibility list of qualified candidates for similar openings (including Program Assistant positions), either full-time or part-time, at the Embassy of Canada in Madrid or at the Consulate of Canada in Barcelona 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.

Primary navigation