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Job Ref:

Job Title:
Consular Coordinator

JPY 6,253,152 to JPY 10,588,675 per annum. The starting salary will be the lowest amount of the salary range.

Vacancy type:

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



Embassy of Canada in Tokyo, Japan

Closing date for applications:
15-02-2021 at 23:59 UTC/GMT

Summary of position:
Under the general supervision of the Program Manager and Consular Officer, the Consular Coordinator provides diverse, challenging and policy-driven front line services to Canadians, which also requires analyzing information, reviewing documentations, and conducting data entry.

The work is subject to unpredictable developments and fluctuating priorities grounded on the following responsibilities: delivering consular, passport, citizenship and notarial support services; processing passport and citizenship applications; providing financial administration of the consular program; providing support to Canadian Consulates headed by a Honorary Consul and to Canadians incarcerated in Japan; responding to emergency situations involving distressed Canadians and/or disturbing situations; researching, collecting and/or verifying information on a range of files and cases related to the consular program; as well as working with various (local and/or Canadian) authorities in support of clients.

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 résumé how they meet each of these essential qualifications.

• Minimum of an undergraduate degree from a recognized university.

• Working proficiency in English and Japanese, oral and writing. *
• A minimum of intermediary level in French, oral and writing. *

*Language tests may be administered.

• Recent experience (minimum of two years in the past five years) in providing client service in a time-sensitive environment
• Experience in financial administration, and administrative support
• Experience in handling sensitive and/or confidential information
• Experience (minimum of three years) in effectively using computer systems in a network environment, including but not limited to MS Office suite (Word, Excel, Outlook, PowerPoint), as well as data entry

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 of both Japanese and Canadian government organizations and policies that may assist Canadian citizens with routine matters, in times of distress, or during a crisis / emergency situation
• Knowledge of international conventions, state to state relations and international legal frameworks as pertains to consular services
• Knowledge of consular policies and procedures

• Ability to provide excellent client service, maintaining composure when dealing with challenging situations
• Ability to accurately research, analyze, make recommendations and implement solutions
• Ability to communicate effectively, orally and in writing
• Ability to prioritize workload, manage time effectively, and meet deadlines in a high paced environment
• Ability to work under pressure, work independently as well as in a team

• Teamwork and Cooperation
• Sound judgement
• Initiative
• Flexibility and adaptability
• Attention to detail/accuracy

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 résumé.

• Experience working in an international organization such as a diplomatic mission, multilateral organization or multinational corporation

Organizational Needs:

Operational Requirements:
• Occasional travel and overtime may be required.
• Candidates must be able and committed to work additional hours as required, and on short notice, which may include evenings and weekends.
• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour lunch break 12:30-13:30. Saturdays and Sundays are rest days.
• Hours may be flexible due to operational requirements.

Condition(s) of Employment:
The successful candidate must:
• Be eligible to work in Japan and must possess all valid work authorization covering the employment period.
• Have a valid “Reliability Status”; security check is required prior to appointment. The required level of security clearance must be maintained throughout the employment period.
• Must successfully pass the Passport Canada training course, which allows for the delivery of the Passport Program within the probationary time (training will be provided);
• Health assessment may be requested at the discretion of the Head of Mission.

Area of selection:
This position is open to individuals who are eligible to work without restrictions in Japan, who demonstrates how they meet all qualifications as outlined in the Statement of Merit Criteria below, and whose applications are received before the closing date, including Embassy employees, spouse and dependents of Canada-based staff. Candidates 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 in Japan does not sponsor work authorizations directly or indirectly. The Government of Canada is an equal opportunities employer. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other 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:

• Applications must be submitted through this website by 23:59, Monday February 15, 2021, Tokyo time.
• Only applications received through the aforementioned website before the closing date will be accepted.
• Applicants must indicate their work authorization in Japan for the duration of employment (i.e. Japanese nationality, long-term permanent residency, spouse of Japanese national visa). Applicants without the required and appropriate work authorization will be eliminated.
• Applicants should send a cover letter and a résumé, in English or French, which address 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.


• Employee is eligible for commuting assistance (up to JPY 18,300 per month).
• Canadian citizens may be subject to deductions for employment insurance, Canada Pension Plan, and Canadian Income Tax.
• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.
• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.
• Applicants are entitled to participate in this appointment process in the Canadian official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at 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 linguistic requirements and/or profiles, and/or various tenures at the Embassy of Canada in Tokyo, Japan, which might arise in the 12 months following the completion of this recruitment process.

Sorry, this vacancy is closed.

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