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Job Ref:

Job Title:
Common Services Assistant

The starting salary for a 50% part-time position is 18,847 EUR gross per annum

Vacancy type:

Term Details:
Part-time, 0.5 FTE (18.75 hours per week)



Munich, Consulate of Canada to Germany

Closing date for applications:
21-05-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of the manager, the incumbent is accountable for the provision of administrative support services of mission specific common services.

Responsible for the provision of documents, information and a variety of administrative services in support of more than one of the following areas: finance, human resources, material management, procurement, contracting, property and facilities management processes.

Researches, compiles, inputs and maintains data in departmental electronic systems; responds to service requests from clientele within the mission.

Collects, scans, reviews and uploads received documentation into Departmental integrated automated financial, procurement and HRMS systems.

Prepares and submits forms on different systems and to different recipients.

Under the direction of the supervisor, drafts and sends written correspondence to CSDP, clients and contacts. Prepares documents and reviews for errors, omissions and advises supervisor when corrections are needed.

Obtains required approvals and signatures to ensure compliance with procedures for all areas of responsibilities and maintains up-to-date data.

Contributes to the development and supports the implementation of new or improved systems, processes and procedures in accordance with the needs and priorities of the mission.

Provides support in the administration and in the processing of various types of common services transactions.

Coordinates meetings, events, schedules and assists with travel plans when required.

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.


• Completion of high school (Abitur)

• Secretarial or commercial qualification (e.g. vocational training certificate or Bachelor’s degree)


• Fluency in English and German, both written and spoken.


• Experience in working in an office environment for at least 2 of the last 4 years.

• Experience working with standard office software such as Microsoft Office.

• Experience in drafting business correspondence.

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 analyze and evaluate information with attention to details

• Ability to prioritize

• Ability to draft business correspondence

• Ability to support basic financial transactions e.g. related to paying invoices.


• Client Focus

• Effective interactive communication

Asset Qualifications:
• Experience in finance or accounting

• French skills

Organizational Needs:

Operational Requirements:
• Willingness to accommodate occasional changes to scheduled hours of work.

• Some overtime may be required.

• As part of the initial training process, limited travel may be required.

Condition(s) of Employment:
• The employee must be able to obtain and maintain an Enhanced Reliability Clearance from the Government of Canada.

• Candidates must have a valid work authorization covering the entire employment period. If the employment is indeterminate, the work authorization should be permanent or itself lead to a permanent work authorization.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Germany, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Embassy of Canada to Germany, through the Consulate of Canada in Munich does not sponsor work authorizations directly or indirectly. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

Important Notes:
How to apply:
• Please complete the online application form and submit your cover letter and c.v. in English or French. Please include in your c.v. document copies of any certificates of employment from your last place of work and copies of certificates of education, including any relevant certificates of language proficiency and work permit by creating one pdf document.

• Please submit a cover letter in English or French explaining why you are interested in the position and how your previous experience applies to this position. Candidates must demonstrate concisely in their cover letter how they meet all essential qualifications.

• Applications which do not include the requested documents or information in the CV or cover letter 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:
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• 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 emails from unknown users and regularly check their email, including spam folder.
• The Consulate of Canada in Munich 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 term, indeterminate part-time or full-time openings at the Embassy of Canada in Germany or the Consulates of Canada in Düsseldorf or Munich which might arise in the 12 months following the completion of this recruitment process.

Sorry, this vacancy is closed.

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