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Job Ref:

Job Title:
Protocol and Administrative Assistant (m/f/d) - Term position

The starting salary is 3,678 EUR gross per month gross plus a 13th months salary and benefits.

Vacancy type:
Fixed term

Term Details:
The position is full-time (37.5 hours per week) and determinate from June 1, 2019 to August 31, 2020 with the possibility of extension.




Closing date for applications:
20-02-2019 At midnight UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Head of Mission (HOM) / Deputy Head of Mission (DHOM) the incumbent coordinates the Ambassador’s and the Ambassador’s spouse’s representational activities by advising, organizing and controlling the official programme; acts as Protocol Assistant and hospitality coordination; provides personal administrative assistance to the Head of Mission; drafts and reviews German language correspondence requiring the Head of Mission’s action or signature; summarizes or translates correspondence for Head of Mission’s information; manages the protocol administration programme of he Embassy; is the official contact between the Embassy and the Foreign Ministry on protocol-related matters as well as between the HOM and all German interlocutors; advises Programme Managers on German protocol directives and Embassy staff on questions concerning their representational activities. Supervises the HOM driver.

Essential qualifications:
Essential qualification:

- Post-secondary degree, diploma, apprenticeship (or equivalent) or higher in a field related to the position

- Minimum 2 years’ recent experience working in an international or multi-cultural office environment. Recent is defined for at least 2 years in a full-time position out of the last 5 years.
- Minimum 1 years’ experience managing client relations and/or fostering organizational contacts

- Professional level (oral and written) in German
- Professional level (oral and written) in English
- Intermediate level (oral and reading comprehension) in French

Rated Requirements:

- Excellent working knowledge in MS Office (MS Word, MS Excel and MS Outlook)
- Excellent working knowledge in general office procedures including text preparation and formatting, letters , invitations and emails
- Knowledge of German politics and international relations

Abilities and skills:
- Excellent communication skills (oral and written)
- Excellent interpersonal skills, including networking and negotiation/problem resolution
- Attention to detail
- Ability to plan and organize workflow including setting priorities
- Demonstrate integrity and respect
- Adaptability
- Judgement
- Discretion
- Client focus
- Proven resilience and ability to work under pressure
- Ability to represent the Canadian Embassy to external partners and clients

Asset Qualifications:
- Supervisory experience
- Knowledge of diplomatic and protocol norms and practices

Organizational Needs:

Operational Requirements:
- Willingness to work overtime on occasion and on short notice
- Willingness to work on public holidays and weekends on occasion

Condition(s) of Employment:
- Ability to obtain the required security clearance
- Must be allowed to work in Germany at stage of application
- Residence in Germany at stage of offer

Area of selection:
This position is open to individuals who are eligible to live and work in Germany at present, who meet all of the essential requirements stated below and whose applications are received by the closing date. The selected candidate must provide a local address as proof of residence.

Important Notes:
How to apply:
- Please complete the online application form and submit your c.v. in English. Please include in your c.v. document the name, title, telephone and email address of at least two people whom we could contact about your previous work experience. Please include in your c.v. document also copies of any certificates of employment from your last place of work and copies of certificates of education, including any relevant certificates of language proficiency by creating one pdf document.
- Please submit a cover letter in English explaining why you are interested in the position and how your previous experience applies to this position. Candidates must demonstrate concisely in their cover letter how they meet all essential (and asset) qualifications.

- Important note: Our application tool allows to upload two documents only. This should be your c.v. and your cover letter. Please make sure that you include all requested additional information and copies of certificates etc. in the c.v. as described above.

Important notes:

- Please note that the Embassy or Consulate of Canada does not sponsor work permits directly or indirectly.
- Our application tool allows to upload two documents only. This should be your c.v. and your cover letter. Please make sure that you include all requested additional information and copies of certificates etc. in your c.v. as described above.
- 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.
- 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, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.
- Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
- The Embassy or Consulate of Canada 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 before the application process.
- The results of this competition will be also used to establish an eligibility list to staff positions for a determinate and indeterminate period on a full-time or part-time basis.

For more information about this position please open the following documents:

Sorry, this vacancy is closed.

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