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Job Ref:

Job Title:
Common Service Assistant

DKK 399,320 gross per annum

Vacancy type:

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



Copenhagen, Denmark

Closing date for applications:
21-03-2019 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the direction of the Mission Administration Officer (MAO), the Common service assistant is responsible for the Embassy reception, providing administrative services to the MAO and the Administration Program, providing support for the Consular Program, and performing other duties as required.
This includes inter alia:
• greeting all visitors and clients to the Embassy
• answering general enquires on the phone, by email or in person, directing requests to the relevant embassy staff;
• answering incoming calls on the switchboard in English, French or Danish, transferring calls, taking messages, providing routine information;
• controlling physical access of visitors to the Chancery and scanning all personal belongings and contractor’s equipment;
• maintaining a proper filing system and updating the administration contact list in Outlook;
• performing verification of accounts, invoice processing, preparation, scanning and filing invoices in the financial system;
• providing routine consular, passport, citizenship and immigration information and assistance to clients in person, on the phone, by e-mail or letter;
• Support the Consular Officer in duties and assist with examining passport and citizenship applications to ensure completeness;
• operating computers, printers, laminators, cutters, scanners and other equipment to input passport control data and produce authorized Canadian passports.
• searching for information on the intranet and internet to answer specific enquiries;
• receiving and distributing incoming mail, packages and courier shipments, arranging for couriers, registered and regular mail;
• recording messages in three languages for the night service and for holidays, as required;
• maintaining the reception area, the consular booth and the Visitor’s book;
• updating the Embassy telephone list;
• making hotel reservation for official visitors and maintaining updated info on hotels including conference facilities;
• performing 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.

• Successful completion of a college or a university degree from a recognized college or a university or a combination of education and experience which equals two (2) year’s over and above the experience specified below.

• Fluency in English (oral, reading and writing)
• Fluency in Danish (oral, reading and writing)
• Fluency in French (oral and reading)

• Recent experience in client relations and customer services: responding to client enquiries, providing advice and conducting research
• Recent experience as an administrative support in an office environment: establishing and maintaining filing systems, maintaining accurate records, processing financial transactions.

*Recent is defined as within the last 5 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, s and/or psychometric assessment.

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

• Excellent Interpersonal skills - working with officials, clients and contacts in an effective manner;
• Ability effectively to communicate with management, colleagues, clients and service providers;
• Ability to provide quality services to clients - client service orientation, and focus;
• Strong ability to set priorities, plan, multi-task and manage time/workload effectively;
• Good judgement;
• Attention to details;
• Ability to remain calm and composed, while dealing with a broad range of clients in different situations and potential emergencies;
• Adaptability and flexibility;
• Ability to function as part of and contribute to a team;
• Excellent communication skills, particularly verbal in English, Danish and French

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.
• Previous experience working in an international environment;
• Fluency in French writing

Organizational Needs:

Operational Requirements:
• Hours of work: 37.5 hours per week, 5 days per week
• Willingness and ability to work overtime occasionally after normal working hours
• Willingness to undergo training

Condition(s) of Employment:
• Candidates must have a valid work permit for Denmark at the time of submitting their application.
• 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.
• The appointment of the successful candidate is subject to obtaining security clearance. The candidate will be required to provide some or all of the following documents:
o Police/criminal record certificate
o Credit check
o Certificate of Canadian Citizenship (if applicable)
o Birth Certificate
o 2 X recent passport photos
o Certificate (s) of employment/letter (s) and reference
o School certificates/diplomas (must be legalized if not Canadian diplomas)
o Contact details of immediate family members

*Government of Canada Passport certification, facilitated by the Embassy of Canada in Denmark, must be obtained within one year of employment.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Denmark, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Embassy of Canada in Copenhagen, Denmark 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:
• Please follow the link 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: 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. Please indicate the preferred official language in the application. As English, French and Danish are the required languages for this position, all of these languages will be evaluated in this process.
• 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 Copenhagen, Denmark 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 Copenhagen, Denmark 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:

Sorry, this vacancy is closed.

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