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Job Ref:

Job Title:
Common Services Assistant

21.816,50 Euro gross per year + benefits

Vacancy type:
Fixed term

Term Details:
This position is a LES (Locally Engaged Staff) part-time position (18.75 hours/week), subject to the Terms and Conditions of Employment for LES in Belgium. Part-time two (2) years determinate employment. Possibility of renewal and/or indeterminate employment and full time, according to the operational needs.



Avenue des Arts 58, 1000 Brussels, Belgium

Closing date for applications:
16-08-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of the Property Manager or another Officer/Manager, the Common Services Assistant provides administrative support to the Properties Section, including tracking the financial transactions of the section (invoices, VAT exemptions, bank reconciliations), as well as record keeping in the Department’s electronic systems and the preparation of documents in accordance with departmental procedures.
The Assistant shall also :

-Provide support to the administration and processing of various types of common services operations.

-Perform other tasks, according to needs.

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. It is not sufficient to simply state responsibilities or list the criteria they meet.

Only those candidates who meet all the essential requirements and demonstrate this clearly within their application will then proceed to the next stage of the process.


Post-secondary diploma with a specialization in a field related to the position (for example : finance, accountancy, public administration, business management or other).
Secondary diploma combined with a probative office work experience of five (5) years.


Ability to communicate effectively* in both official languages of Canada: English and French (speaking, reading and writing).

* “Communicate effectively” is considered to be the equivalent to C1 level per the Common European framework of reference for languages in one of the two official languages of Canada, and B2 in the other one (C1 level equivalent in English, and B2 level equivalent in French OR, C1 level equivalent in French, and B2 level equivalent in English).


Applicants must have:

• A minimum of two (2) year’s recent* professional experience in a position in the following fields : Finance, Administration or Budget management;
• Work experience with financial software.

* “Recent” is defined as within the last five (5) years.

Rated Requirements

Applicants must also meet the rated requirements listed below related to knowledge, abilities and competencies. Methods of assessment of those requirements may include, but are not limited to written exams, interview, role-play, practical tests, presentations and / or psychometric assessments.


• Knowledge of the generally wellknown accountant principles (PCGR) and the financial procedures;
• Knowledge of the principles of the electronic and paper information management;
• Knowledge of the office administrative practises and procedures;
• Knowledge of the Microsoft Office Suite (Excel, Word and Outlook).


• Ability to plan tasks, manage priorities and meet deadlines;
• Client service orientation;
• Ability to work independently;
• Teamwork;
• Effective interactive communication in English and French - oral and written;
• Judgement and analytical skills;
• Sense of quality and detail;
• Intercultural sensibility;
• Integrity, discretion;
• Adaptability.

Asset Qualifications:
Preference may be given to candidates who meet the asset qualifications. Where applicable, candidates must clearly demonstrate how they meet the asset qualifications in their cover letter and CV.
• Knowledge of Dutch, at B1 level or higher per the Common European framework of reference for languages;
• Professional experience with SAP FI, SAP BW;
• Professional experiences within a High-Commission or Embassy;
• Knowledge of the Canadian Government;
• Knowledge of the accountancy of Public Service.

Organizational Needs:

Operational Requirements:
• Possibility of occasional overtime;
• Normal work schedule : 18.75 hours/week (Monday to Friday). Flexibility in work scheduling.
• The position may require abroad travels very occasionally. The selected candidate must have and maintain a valid passport.

Condition(s) of Employment:
• Candidates must have a valid work authorisation and covering the entire period of employment. If the employment is indeterminate, the work authorization should be permanent or itself lead to a permanent work authorization;
• When applying, candidates must provide any documentation proving their citizenship and their right of residence and to work in Belgium;
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in Belgium so that if selected, it will appear on the offer letter;
• Candidates who hold visas, type A electronic cards or non-renewable documents, such as student visas, cannot apply for this job, unless they are exempted from the obligation to obtain a work permit.
• A reliability rating (security clearance) is required to obtain this position at the Embassy of Canada in Brussels and will be subject to audits. This clearance must be maintained throughout the employment – loss of the latter is sufficient reason to dismiss the employee;
• Candidates must be admissible to travel abroad, as well as outside the European Union.

Area of selection:
This selection process is open to candidates who, at the time of applying, have the right to reside and work legally in Belgium, who meet all the essential criteria mentioned and whose application files are received no later than the closing date. Please note that the Embassy of Canada does not sponsor work permits directly or indirectly. The Government of Canada applies the principles of equal opportunity under the Charter of Rights and Freedoms of Canada. See “conditions of employment” and “important notes” sections for additional details. 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 follow the link and fill out the online form.
• Candidates are also required to upload a CV and a cover letter in English or French.
• When applying, candidates must also download any document (e.g. copy of passport, photo ID issued by state authorities or other document) proving that they have the right to reside and work legally in Belgium.
• Our application processing tool allows you to download only two documents: the cover letter and the CV. Please include a copy of citizenship AND a copy of your work permit at the bottom of the cover letter.
• Applicants who are unable to submit their application due to technical difficulties must notify before the closing date. Failure to do so will result in their application being rejected.
• Applications which do not include all the requested documents or information will be rejected;
• Applications sent in paper format or directly by email to are not accepted and will not be considered.

Important notes

• Only applications submitted in one of Canada's official languages (English or French) are accepted.
• 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.
• Communications for this process are sent by email. It is the responsibility of the candidate to ensure that the contact information provided is correct and updated as required.
• Candidates must include an email address that accepts messages from unknown users and regularly check their email inbox, including spam.
• Professional reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• Proof of educational qualifications will be required during the process.
• The Embassy of Canada in Brussels does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring special assistance in order to participate in written exams and / or interviews are asked to notify their needs by email to when applying.
• The results of this competition may also be used to establish an eligibility list of qualified candidates for similar job openings at the Embassy of Canada that may arise within twelve (12) months following the completion of this competition.
• For any questions relating to this selection process, please communicate only by email at the following address:
• Due to Covid-19, some delays may occur in the progress of this recruitment process. We are working hard to minimize any disruption.

Sorry, this vacancy is closed.

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