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Job Ref:
3288

Job Title:
Foreign Policy and Diplomacy Services Administrative Assistant

Salary:
422,259 NOK per annum

Vacancy type:
Fixed term

Term Details:
Term appointment from 1 October 2019 – 30 September 2020. This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Norway.

Level:
Assistant

Classification:
LE-05

Location:
Oslo, Norway

Closing date for applications:
31-05-2019 At midnight UTC+1 / GMT+1

Summary of position:
Provides administrative assistance to the Foreign Policy and Diplomacy Services section including:

General administrative support for the Foreign Policy and Diplomacy Services section: provides assistance to the Political Counselor and Public Affairs Officer by implementing coordinated strategies and programs; undertakes arrangements for functions, including preparation of and recommendations for guest lists, undertaking verbal/written confirmations as appropriate, and logistical arrangements; prepares programs and logistics for visiting officials/delegations; updates event calendars, and looks after routine correspondence; provides administrative assistance in preparing claims and other administrative procedures.

Processing information inquiries: researches and prepares written and verbal responses to public inquiries about Canada, handles routine public affairs inquiries concerning Norway from Canadian sources, and serves as local point of contact for routine inquiries from Global Affairs Canada officers.

Support for media monitoring and communications: acts as information management resource for the section; monitors local media and other public information sources for information and articles relating to Canada and Canadian interests in Norway; participates in the Mission Communications Committee, and assists in publishing social media content.

Other Administrative Duties: As required.

Essential qualifications:
Applicants must clearly demonstrate on their application that they meet all of the essential qualifications.

Education:
• University degree

Languages:
• Fluency in English (oral & written)
• Fluency in Norwegian (oral & written)

Experience:
• Recent work experience* in government or private sector;
• Minimum of 3 years’ recent experience* working in an office with a focus on client service and good communication skills;
• Experience in working with a range of computer applications;
• Basic financial management and budgeting knowledge.
* Recent experience is referred to as within the last 3 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.

Ability to:
• establish effective interpersonal relationships;
• plan and organize workflow, multi-task, and manage time;
• adapt quickly to procedural and technological changes;
• analyze and interpret information quickly and efficiently according to established criteria and to follow-up;
• communicate effectively both orally and in writing in English and Norwegian;
• experience of working with Social Media

Personal suitability:
• Professional integrity and good judgment;
• Effective performance under pressure;
• Initiative;

Asset Qualifications:
Candidates will be evaluated, and must demonstrate through the selection process, that they meet the following competencies and personal suitability traits:

Knowledge of:
• Canada and Norway;
• Norwegian political-economic environment and business practices.

Language
• Fluency in French (read, write, and speak)

Organizational Needs:
-

Operational Requirements:
• Willingness and ability to occasionally work outside regular working hours and/or weekends when required.
• Hours of work: 37.5 hours per week, 5 days per week.

Condition(s) of Employment:
Conditions 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 for Norway.


Area of selection:
Open to all external applicants eligible to legally reside and work in Norway 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:
How to Apply
• Candidates are required to upload a cover letter and CV in English or French. Applications which do not include the requested documents or information in the CV or cover letter will be rejected. Any additional information must be included as part of these two attachments.
• Candidates who are unable to submit their application due to technical difficulties must report these to: LES-E-Recruitment-LDN@international.gc.ca prior to the closing date. Failure to so will result in the application being rejected.

• Candidates are entitled to participate in the appointment process in the official language of their choice. They are asked to indicate their preferred official language in their application (English or French).
• Communication for this process will be sent via e-mail. 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 (some email systems block these type of emails).
• 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 assessments.
• Reference checks will be sought for candidates that reach the interview stage and may form part of the selection process.
• If candidates need any special assistance in terms of attending interviews or participating in the interview process (slated approx. for the week of 17-21 June 2019), then please let us know whilst making the application.
• The Embassy of Canada does not reimburse any travel costs to and from interviews/exams nor does it reimburse relocation costs.
• 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 Norway which might arise in the 12 months following completion of this competition.




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