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Job Ref:
4301

Job Title:
Executive Assistant to the Ambassador

Salary:
Yen 6,253,152 to Yen 10,588,675 annually plus benefits (The starting salary will be the lowest amount of the salary range.)

Vacancy type:
Indeterminate

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Japan.

Level:
Assistant

Classification:
LE-06

Location:
Embassy of Canada in Tokyo, Japan

Closing date for applications:
15-01-2021 at 23:59 UTC/GMT

Summary of position:
Under the supervision of the Ambassador (Head of Mission HOM) and in collaboration with the Canadian Executive Assistant to the Ambassador, the incumbent is responsible for providing executive administrative support services. Duties include : maintains the HOM’s schedule, calendar, and contacts database; liaises with high level contacts in government offices, private sector, and civil society, including the Ministries of Foreign Affairs and Defense, Ministry of Economy, Trade and Industry and the Imperial Household Agency; provides advice to the HOM on Japanese protocol; prepares HOM visits within the country by making local travel arrangements; hotel bookings, coordination of briefing material and programs; organizes high level meetings and coordinates events at the Official Residence; conducts research, drafts official correspondence including letters and diplomatic notes in English and Japanese; provides informal interpretation and translation for the HOM; proofreads HOM's Japanese letters, messages, social media and presentations translated by the Mission's in house translator or drafted by Mission officers, and revises the tone and expressions for each target audience; at times may be required to attend various official functions with the HOM.

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:
• Degree from a recognized university, OR an acceptable equivalent through the combination of education and work experience;

Language:
• Fluency in English, spoken, written and comprehension;
• Fluency in Japanese, spoken, written and comprehension;

Experience:
• Experience in providing administrative support to an executive or senior manager in the past 5 years;
• Experience in dealing in a professional context with government ministries/agencies and with non-governmental organizations (such as businesses, universities, think tanks, and civil society organizations);
• Experience in writing professional correspondence, including providing translation from English to Japanese and from Japanese to English;
• Experience in event planning and management;

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 the Japanese government structure, especially the Ministries of Foreign Affairs and Defense, Ministry of Economy, Trade and Industry and the Prime Minister and his Cabinet;
• Knowledge of standard office software applications (Microsoft applications, Outlook, Word, Excel, PowerPoint) and internet research strategies;

Abilities/Competencies:
• Ability to provide advice and make recommendations;
• Ability to organize large events;
• Ability to research relevant and valid information;
• Ability to work under pressure and establish priorities;
• Ability to communicate effectively, both orally and in writing;

Personal Suitability:
• Attention to detail;
• Interpersonal skills and teamwork;
• Initiative;
• Client focus
• Judgement and professional integrity.


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.

• Fluency in French (spoken, written and comprehension)
• Experience working as an administrative assistant to a Head of Mission, Ambassador, Deputy Head of Mission, or Chargé d’Affaires
• Experience interacting with the Japanese Imperial Household Agency.
• Knowledge of the role of the Japanese Imperial Household Agency;

Organizational Needs:

Operational Requirements:
• Occasional overtime and travel will be required;
• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30, with one-hour lunch break 12:30-13:30.

Condition(s) of Employment:
The successful candidate must:
• Ability to obtain and maintain a security clearance level of ‘reliability status’ of the Government of Canada;
• Candidates must be eligible to work in Japan and must possess all required work permits and visas.
• Health assessment may be requested at the discretion of the Head of Mission.

Area of selection:
This position is open to all qualified candidates including Embassy employees, spouses/dependants of Canada-based staff who meet all of the essential qualifications and whose applications are received by the closing date. Applicants must be available to participate in any tests and or interviews at the Embassy of Canada to Japan, in Tokyo, during the competitive process. Please note that the Embassy of Canada to Japan 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 regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. 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:

• Applications must be submitted through this website by 23:59, January 15, 2021, Tokyo time.

• Only applications received through the aforementioned website before the closing date will be accepted.

• Applicants should send a résumé and cover letter (maximum 2 pages) in English or French which addresses each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item.

• 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.

• We thank all applicants for their interest, but we will only contact those who pass the initial screening.


OTHER INFORMATION:

• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.

• Employee is eligible for commuting assistance (up to Yen 18,300 per month.)

• Canadian citizens may be subject to deductions for employment insurance, Canada Pension Plan, and Canadian Income Tax.

• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.

• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at LES-E-Recruitment-MANIL@international.gc.ca during the application process.

• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar positions with various tenures at the Embassy of Canada in Japan which might arise in the 12 months following the completion of this recruitment process.




Sorry, this vacancy is closed.

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