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Job Ref:

Job Title:
Consular Assistant

Starting salary PLN 108,709 gross per annum

Vacancy type:
Fixed term

Term Details:
Anticipatory staffing –term appointment to replace the incumbent on upbringing leave (up to three years), possibility of indeterminate appointment following the term if a suitable vacancy exists.



ul. Jana Matejki 1/5, 00-481 Warsaw, Poland

Closing date for applications:
15-01-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Consular Officer, Consular Assistant processes passport applications and citizenship applications for Canadians abroad; provides consular support services to Canadians; responds to emergency situations involving Canadians in distress; supports the development of contingency planning and outreach programs; provides administrative and financial services in support of consular, passport and citizenship services at the mission; and provides other duties as required.

Essential qualifications:
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.

• University degree (minimum Bachelor’s degree) from a recognized university.

• Fluency in English (reading, writing, comprehension and speaking);
• Fluency in French (reading, writing, comprehension and speaking); and
• Fluency in Polish (reading, writing, comprehension and speaking).

• Minimum 2 years of recent* experience working within an office environment in an administrative support or program assistant capacity for a corporate organization, foreign mission, government office or international organization.
• Minimum 2 years of recent* experience providing effective client service and dealing with the public (in person, by telephone, and electronic messaging).

*Recent experience 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, role-play, practical tests, references, presentations and/or psychometric assessment.

• Working knowledge of MS Office (MS Word, MS Excel, MS PowerPoint, MS Outlook);
• Basic knowledge of Canadian cultural, legal and political landscape.

• Effective interactive communication (both verbally and in writing) in English, French and Polish;
• Client focus;
• Ability to prioritize workload and multi-task effectively in a high paced work environment;
• Ability to follow instructions and apply rules;
• Ability to research, analyze and evaluate information effectively;
• Ability to work independently as well as in a team;
• Ability to work under pressure;
• Flexibility and adaptability;
• Attention to detail/accuracy;
• Strong interpersonal skills with the ability to interact effectively with people from diverse cultures;
• Initiative;
• Professional integrity, discretion and sound judgment.

Asset Qualifications:
Preference may be given to candidates who meet the Asset Qualifications. If applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.

• Basic knowledge of Russian (reading, writing, comprehension and speaking);
• Experience working in a Canadian diplomatic mission;
• Experience working in a similar role (providing passport and consular services) at a Canadian diplomatic mission or of another country;
• Familiarity with local administrative and governmental procedures related to expatriate residents.

Organizational Needs:

Operational Requirements:
• Occasionally ability to work overtime, as operationally required;
• Hours of work: 37.5 hours per week (Monday to Friday).
• Please note the Embassy operates a schedule of public holidays according to a combination of Polish and Canadian dates, which means you will be required to work on certain Polish holidays.

Condition(s) of Employment:
• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain a Reliability security screening (including a criminal record and credit check).
• Proof of right to work in Poland and copies of educational qualifications will be required at the interview stage of the process.
• A labour medicine certificate will be required.

Area of selection:
This position is open to candidates currently residing in Poland, who hold current documentation allowing them to work in Poland without restriction, who meet all of the essential requirements stated and whose applications are received by the closing date. Please note that the Embassy of Canada in Warsaw does not sponsor work permits directly or indirectly and will not relocate successful candidates. 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:
How to apply:
• 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 do so will result in the application being rejected.

Important notes:
• 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 Warsaw 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 Warsaw, which might arise in the 24 months following the completion of this recruitment process, with various tenures, including indeterminate or term.
• We thank all applicants for their interest. However, acknowledgement of receipt of applications will not be sent; only those candidates screened in for further consideration will be contacted.
• 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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