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Job Ref:
4058

Job Title:
Administrative Assistant / Secretary

Salary:
€20,482

Vacancy type:
Term/Indeterminate

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Athens, Greece. This role is full time and may be combined to work as the Readiness Program Assistant for all or part of the team. The term appointment is from September 2020 to June 2021.

Level:
Assistant

Classification:
LE-05

Location:
Embassy of Canada in Halandri, Athens, Greece

Closing date for applications:
05-07-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of the Personnel and General Services Officer, the Administrative Assistant / Secretary (AAS) is accountable for the provision of administrative support services of mission specific common services and the coordination of regionalized common services requests from the mission to the CSDP. Areas of responsibility primarily include human resources (leave management), finance (preparation of travel authorizations and claims, management of petty cash, other payments), as well as the supervision and scheduling of two Embassy drivers. The AAS will contribute to the development and support the implementation of new or improved systems, processes and procedures.
This role may also contribute to the Readiness Program which works under the Counsellor (Management) and Consul (MCO). The Readiness Program is responsible for the management of the four pillars of Emergency Management (mitigation, preparation, response and recovery) and the identification, assessment, monitoring and management of risks related to mission security. In meeting this mandate, they facilitate the government’s consular mandate to ensure the wellbeing of the Canadian Community abroad in a time of crisis, the business continuity of the mission to provide these services and the establishment of the necessary conditions and environment to allow for the development, enhancement, and continuous improvement of security and emergency management measures. Within this context, the position has as a primary responsibility to provide administrative services for the Readiness Program of the mission.

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.

Education:
• University degree/diploma from a recognized institution in a discipline related to the job functions described in the above-mentioned duties

Languages:
• Fluency in English (written and spoken – C Level or Native Speaker)
• Fluency in Greek (written and spoken – C Level or Native Speaker)

Experience:
• Minimum of two (2) years of recent* experience working in an office environment providing general administrative support
• Experience working computers and a wide variety of office software applications
• Experience providing services directly to clients in person, electronically and by telephone

*Recent is defined as at least 2 years of accumulated experience that was acquired 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, presentations and/or psychometric assessment.

Knowledge:
• Knowledge of financial and administrative management practices and procedures
• Knowledge of computers and a wide variety of office software applications e.g. Excel, Word etc.

Abilities/Competencies:
• Effective Communication
• Attention to Details
• Ability to multi-task in a fast-paced environment
• Strong client focus
• Adaptability and flexibility
• Excellent interpersonal skills
• Teamwork and cooperation

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

• Experience providing services to clients in a challenging environment

Organizational Needs:

Operational Requirements:
• This position may require working overtime and sometimes on short notice
• This position may require attendance of off-site meetings
• 37.5 hour work week (including two 15-minute paid breaks) and plus 30 minutes unpaid break

Condition(s) of Employment:
• The successful candidate must complete and retain a Government of Canada Reliability Security Clearance
• The successful candidate must be legally entitled to work in Greece

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Greece, 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 in Athens, Greece 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 based 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:
• 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: LES-E-Recruitment-LDN@international.gc.ca prior to the closing date. Failure to 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). 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 Athens, Greece does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs
• Assessments may be done remotely due to current social distancing measures
• 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 Athens, Greece which might arise in the 12 months following the completion of this recruitment process




Sorry, this vacancy is closed.

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