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Job Ref:
3696

Job Title:
PROGRAM ASSISTANT

Salary:
33 535 € annual gross + benefits i.e. possibility of an additional 6.5 hours per month (time accumulated over the 35 hours per week)at 125% the hourly rate + 7 OTR (refunded overtime) days a year, transportation benefit, 13th month, and health insurance benefit.

Vacancy type:
Indeterminate

Term Details:
Full time – Indeterminate i.e. permanent

Level:
Assistant

Classification:
LE-05

Location:
Embassy of Canada, 130 rue du Faubourg Saint-Honoré, 75008 Paris

Closing date for applications:
22-11-2019 at 23:59 UTC/GMT

Summary of position:
Under general supervision of the Immigration Program Manager or an Officer, supports the delivery of Immigration, Refugees and Citizenship Canada’s (IRCC’s). Programs through furthering the processing of applications using procedural expertise, assisting an Officer in reporting and liaison, program integrity, Visa Application Centre (VAC) governance, promotion and recruitment activities or other support to clients. Requires a developed knowledge of established guidelines and procedures. Exercises initiative in organizing work, tracking resources, and resolving difficult problems. ________________________________________
KEY ACTIVITIES
Screens documentation, applications and files; reviews for completeness and accuracy; identifies discrepancies; obtains and reviews data; seeks out missing or relevant information. Assesses problematic cases and researches internal/external sources to resolve problems or discrepancies and supports program integrity.
Replies to and prepares pre-formatted and original correspondence and reports, which may involve monitoring or researching of internal and external sources including the Internet.
Develops and implements service delivery methods, tools, form letters, tracking tools for facilitating or improving existing processes.
Plans for and guides support staff in the delivery of operational and processing services related to such areas as information management, electronic or hard copy, file creation, general application processing support.
Provides a source of knowledgeable information and assistance to Officers, clients, stakeholders, both internal and external, on options, products, guidelines, local environment, and use of electronic support systems. Translates and interprets written and verbal information as required.
Researches internal and external sources and uses knowledge of the local environment to inform Officers regarding difficult problems in processing, legislative or regulatory conformance and assisting an officer in reporting and liaison, program integrity, promotion and recruitment activities and other program support.
Utilizes office equipment such as computers to enter or access information, photocopier to reproduce information, scanners and fax machines to transmit or receive documentation, telephone, etc.
Supports the administrative needs of the Immigration Program Manager, Officers and section, which may include maintaining budget records, preparing and tracking financial documents, maintaining calendars, arranging meetings, planning, preparing and executing travel and hospitality and preparing claims, on behalf of the IPM, Officers, and official visitors.Follows quality control guidelines to facilitate compliance and maintain database integrity. Participates in training and development of colleagues and support staff. May supervise the activities of other locally-engaged staff in the section.
Performs other duties.

Essential qualifications:
Candidates will initially be selected based on qualifications related to education, experience and on the language profile required. Asset qualifications could also be taken into account for the pre-screening of candidates. It is the candidates’ responsibility to clearly demonstrate and explain, in their cover letter, how they meet every criterion for essential qualifications, and also, if applicable, asset qualifications. Note that it is not sufficient to simply declare that you meet the requirements nor to simply mention your current responsibilities.
Candidates selected at the screening stage will be invited for further assessments. Methods of assessments may include a written examination, an oral interview, role-play, practical tests, and reference checks.

Education:
French or Canadian post-secondary degree or equivalent OR Three years of work experience at IRCC combined with a Canadian or French secondary degree or equivalent

Languages:
Very good knowledge of French and English: reading comprehension, written expression and oral expression.

Experience:
Recent professional experience (acquired within the last five years) of at least 1 year in performing administrative support in an office environment OR professional experience of at least three months with IRCC, either in Canada or in a Canadian diplomatic mission.
Experience of current software applications including Microsoft Office (Outlook, Word, Excel) and the use of Internet search engines.

Knowledge :
Knowledge of IRCC mandate https://www.canada.ca/en/immigration-refugees-citizenship/corporate/mandate.html
Abilities :
• To provide administrative support;
• To type and do data entry efficiently and accurately, both in French and English;
• To accurately verify data from various documents;
• To determine priorities.

Competencies :
• Client Focus
• Adaptability and Flexibility
• Teamwork and Cooperation
• Judgment
• Innovation
• Values & Ethics



Asset Qualifications:
Preference may be given to candidates who, in addition to having all of the essential qualifications, also have the asset qualifications listed below. In this case, candidates will have to explain in their covering letter how they demonstrate the following assets:

Education :
Post-secondary degree in an administrative field or university degree
Languages :
• Good working knowledge of spoken, reading and written Arabic
• Good working knowledge of spoken, reading and written Persian
• Good working knowledge of spoken, reading and written Spanish
• Good working knowledge of spoken, reading and written Portuguese



If candidates meet the factors listed in the asset qualifications (education and/or languages), they must also clearly demonstrate how they meet these factors in their covering letter and/or CV in order for these to be taken into account.

Organizational Needs:
• Full-time position 5 days/week.
• Normal hours of work: 09:00 to 17:00.
• Be able and willing to occasionally do additional hours at short notice.
• Open plan working environment.
• Immediate availability

Operational Requirements:
• Full-time position 5 days/week.
• Normal hours of work: 09:00 to 17:00.
• Be able and willing to occasionally do additional hours at short notice.
• Open plan working environment.
• Immediate availability

Condition(s) of Employment:
• Reside in France and be authorized to work as an employee and live in France on a permanent basis;
• Ability to obtain and maintain security clearance at the level of "Reliability” from the Government of Canada.

Area of selection:
This position is open to candidates who have their main residence in France and who are legally authorised to work in France permanently as an employee, and who meet all of the pre-requisites, i.e. all the essential qualifications and possibly the qualifications considered assets, and whose applications are received by the closing date and time. Candidates must have their main residence in France and their authorisation to work permanently in France as an employee at the time of the publication of the present offer. Important: The Embassy of Canada does not sponsor and does not assist people in any way in obtaining a residence or work permit. This position is also open to spouses, common-law partners and dependents of Canada-based staff members posted in one of the three Canadian missions in Paris (Embassy of Canada, Canadian delegations to UNESCO and the OECD) holder of a French or Canadian social security number, who meet all of the pre-requisites, i.e. all the essential qualifications and possibly the qualifications considered assets, and whose applications are received by the closing date and time.

Important Notes:
How to apply
• Please complete the online application form. Candidates must also upload their covering letter (750 words maximum) and CV (ideally in pdf format).
• Candidates must clearly demonstrate in their covering letter how they possess the essential qualifications and, if applicable, the qualifications considered to be assets, by explaining clearly and concretely how they satisfy each criterion related to education and experience with respect to the essential qualifications and if applicable, with respect to each qualification considered to be an asset.
• In their covering letter, candidates must also include the names, titles, email addresses and telephone numbers of at least three people, including recent direct supervisors (of the last three years), who can serve as professional references for work experience acquired.
• Any application missing any of the requested documents and/or requested information will be automatically rejected.
Important notes
• Communication for this process will be sent by email. It is the candidate’s responsibility to ensure that the contact information provided is correct and updated as necessary.
• Candidates who apply to this selection process must include an email address that accepts emails from unknown users (some email systems block these types of emails).
• Candidates selected at the screening stage will be invited to participate in the following steps of the evaluation process, which will include one or several components. The evaluation methods may include written exams, interviews, simulations, role-playing games, practical exercises.
• All assessments will take place at the Embassy of Canada in Paris.
• The assessments are currently planned as follows: written exam on December 03rd and 4th 2019 as well as following interviews on December 10th, 2019.
• Reference checks will be performed for candidates who reach the interview stage and may form part of the selection process.
• The costs arising from participation in this selection process will be the candidates’ responsibility. The Embassy of Canada does not reimburse any travel costs to and from interviews/exams, nor does it reimburse any relocation costs in the event of appointment.
• The Embassy of Canada in Paris does not directly or indirectly sponsor work permits and does not assist people in any way to obtain a residence or work permit.
• After the assessments, a list ranking the candidates according to the results obtained will be established. The position will be offered to the most successful candidate based on the ranking.
• The results of this competition may also be used to establish a reserve list of candidates, valid for a period of twelve months, for openings of similar permanent or temporary positions at the same level to be filled at the Embassy of Canada.
• Employees recruited by the Embassy of Canada in France are subject to the terms and conditions of employment for Locally Engaged Staff in France. Employees with Canadian nationality will be required to pay French social security charges and Canadian federal income taxes.
• For any question at any stage of the process, please send an email to paris-rh@international.gc.ca. This email address does not accept any applications which must, without exception, be submitted online as indicated in the “How to apply” section above.




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