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Job Ref:

Job Title:
Administrative Assistant - Common Services / Physical Resources

$52,411 USD, plus benefits

Vacancy type:

Term Details:
This staffing process may be used to create an eligibility list of qualified candidates for this position and for similar positions with various tenures, including indeterminate, term, assignment/ transfer, emergency, and acting opportunities at the Embassy. When you submit your application, you must specify all types of employment tenures for which you wish to be considered, e.g., indeterminate, term, assignment/transfer, and/or acting.



Embassy of Canada, Washington, D.C.

Closing date for applications:
20-08-2019 at 23:59 UTC+1 / GMT+1

Summary of position:
The Administrative Assistant provides operational and logistical support services to physical resources team. The position is responsible for simple and routine updates to the mission's intranet site, offering logistical support for the embassy's French language training program, and monitoring and assigning client service requests within the team.

Duties also include, but are not limited to, drafting communications and other correspondence; assisting with the preparation of reports; acting as a financial agent to administer travel/hospitality claims, track budgets, prepare orders for purchasing, and assist with contracts; oversee the record keeping function; coordinate visits and events; and provide other administrative support as required

Essential qualifications:



A degree from an accredited university or college; or an acceptable combination of relevant experience, education, and training related to the duties and specific areas of competence required by the position.


•A minimum of two (2) years of experience providing administrative support services to a diverse team in a government or corporate office environment;
•Experience in financial processes, such as processing travel claims;
•Experience with Microsoft Office Suite and Internet Explorer; and
•Experience in records and information management

Asset Qualifications:
The ability to work in French.

Organizational Needs:

Operational Requirements:
Rated requirements:

Candidates who meet the Education and Experience requirements will be assessed on the following qualifications. The assessment may be a written test, an interview, an in-basket exercise, a skills test, or any combination of these methods.


•Knowledge of general administrative and financial processes and procedures;
•Knowledge and proficiency in Microsoft Office Suite; and
•Knowledge of information management, both electronically and in hard copy.


1.Learn quickly and continually;
2.Proficient in the use of computer-based tools, and data-entry systems
3.Communicate effectively both orally and in writing in English;
4.Plan and organize;
5.Set priorities and meet deadlines; and
6.Work under pressure.

Personal Suitability:

1.Effective interpersonal skills;
3.Team player;

Condition(s) of Employment:
Condition of employment (must be met):
•. Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and
•. Independent work authorization in the United States and status in accordance with U.S. protocol directives for foreign missions. (US Citizen, LPR, or A-1 visa as required by the Department of State for employment in a foreign mission)

Area of selection:
• Persons living in the greater Washington Metropolitan area. • Employees of the Embassy of Canada in Washington, D.C. • Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance. • Spouses and dependents of Canada-based staff (CBS) at the Embassy of Canada in Washington, D.C.

Important Notes:
Selection procedure:
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Please note that failure to meet any of the Essential Requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for an interview or other form of assessment of the Rated Requirements.

The assessment may include an interview, a written test, and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities, and personal suitability for the position.

Embassy offers a competitive salary plus leave and health benefits package. Leave includes paid vacation, sick, and family/personal leave. Health packages covers medical, dental, disability, and retirement. Other benefits include prime work location in proximity to Metro, standard 37.5-hour work week, on-sit parking, on-site gym with cardio and weight room, and on-site cafeteria. The Embassy promotes work-life balance and offers a dynamic and healthy work environment.

The Embassy is committed to conducting inclusive, barrier-free selection processes.

Method of application:

See below.

Hours of work:
Normal hours of work for this position are in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent may be required to work overtime as needed.

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

Sorry, this vacancy is closed.

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