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Job Ref:

Job Title:
Common Services Assistant (Human Resources)

Starting annual salary PLN 89,802 gross plus benefits

Vacancy type:
Fixed term

Term Details:
Appointment until January 2022, with possibility of extension or indeterminate appointment following the term if a suitable vacancy exists. This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Poland.



Embassy of Canada in Warsaw, Poland

Closing date for applications:
02-08-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Common Services Officer, the Common Services Assistant (HR) provides daily HR and administrative support and services to the mission, prepares payroll, administers the Embassy’s participation in ZUS and supplementary benefits, prepares and maintains HR documentation, data bases and files, coordinates recruitment processes, provides advice and support to clients regarding mission HR and administrative procedures, and assists with various HR projects. The position serves as a back-up for forwarding financial documentation to the Accounts for processing, as well as for preparing, maintaining and updating financial documentation.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience, language and knowledge. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

• Minimum post-secondary diploma / Bachelor’s degree in a relevant field (e.g. HR, payroll, HR administration, business administration, finance, accounting, economy, etc.); OR
an acceptable combination of education, training and experience – at least 3 years’ recent* experience in an HR, payroll administration, finance, or accounting department.

*Recent is defined as within the past 5 years.

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

• Minimum 2 years’ recent experience* working in an office position in an HR, payroll administration, finance, or accounting department; and
• Recent experience* and expertise in one or more of the following fields:
- coordination of recruitment processes;
- payroll preparation in Poland (the use of Polish payroll calculation and ZUS reporting programs);
- HR administration;
- Polish labour law and social insurance regulations.

*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);
• Knowledge of standard office procedures and practices.

• Effective interactive communication – oral and written;
• Ability to plan, organize and prioritize workload whilst multi-tasking effectively in a high paced work environment
• Ability to research, coordinate, analyze and evaluate information effectively;
• Ability to work with numbers and to prepare and monitor HR and financial data whilst following instructions and applying rules;
• Attention to detail;
• Ability to provide quality services to clients;
• Ability to work independently as well as in team environment;
• Initiative and sound judgement;
• Flexibility and adaptability;
• Discretion and integrity.

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.

• Experience working in a diplomatic mission;
• Knowledge of French (oral and written).

Organizational Needs:

Operational Requirements:
• Ability to work overtime on occasion, 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).
• 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.
• Proof of right to work in Poland and copies of educational qualifications will be required at the interview stage of the process.
• A medical certificate attesting fitness to work 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 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:
• 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.
• 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.
• 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, acknowledgment of receipt of applications will not be sent. Only candidates selected for an exam 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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