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Job Ref:

Job Title:
Common Services Assistant

EUR 14,940

Vacancy type:

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



Tallinn, Estonia

Closing date for applications:
12-06-2019 At midnight UTC+1 / GMT+1

Summary of position:
Under supervision, the incumbent provides daily administrative support and services to the Head of Office; provides and creates information and/or documentation; supports Mission events and logistics planning; coordinate payment of invoices and performs verification of accounts; prepares drafts for reports and surveys; responds to service requests from clientele; provides translation services and performs 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 university degree or a post-secondary diploma in a relevant field combined with a further 1 year of experience over and above the criteria specified below.

• Fluency in English (oral and written)
• Fluency in Estonian (oral and written)

• Minimum 1 year of recent* experience working in an administrative support capacity with a strong focus on client service
*Recent is defined as within the past 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, role-play, practical tests, presentations and/or psychometric assessment.

• Financial and administrative practices and procedures
• Excellent computer skills including MS Outlook, Word, PowerPoint and Excel

• Ability to learn quickly
• Ability to set priorities, multi-task and manage time/workload effectively;
• Ability to work under pressure according to deadlines;
• Interpersonal skills
• Effective communication – oral and written
• Sound judgement
• Adaptability, flexibility
• Ability to take the initiative and be proactive
• Client focus
• Attention to detail and highly organised

Asset Qualifications:
Preference may be given to candidates who have the following asset qualifications:
• Successful completion of a university degree in relevant field for example administration,management, accounting, HR
• Recent experience* working for an international organization/company or diplomatic mission
• Previous experience with the Canadian Government or in a Public Sector environment,;
• Knowledge of the French language (spoken and written).
• Knowledge of the Russian language (spoken and written).

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:
• Ability to work occasional overtime (evenings, weekends if necessary)
• Ability to travel and attend offsite meetings.
• Ability to adapt to changing priorities, sometimes on short notice

Condition(s) of Employment:
• Right to work and live legally in Estonia
• Able to obtain and retain an enhanced reliability clearance

Area of selection:
Open to external applicants residing in Estonia, and to employees occupying an indeterminate or term position, who meet all of the essential qualifications, and whose applications are received by the closing date. The Canadian Government 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
• Applications will only be considered when received through our portal. Link for this job poster -
• 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: prior to the closing date. Failure to so will result in the application being rejected.

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 Tallinn, Estonia 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 Tallinn, Estonia which might arise in the 18 months following the completion of this recruitment process.

Sorry, this vacancy is closed.

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