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Job Ref:

Job Title:
Consular Coordinator

19,477.60 euro gross per year, plus benefits (the salary mentioned is for 2 days/week)

Vacancy type:

Term Details:
This position is a LES (Locally Engaged Staff) part-time position (15 hours/week), subject to the Terms and Conditions of Employment for LES in Belgium. The position is available from 1st of June 2021. Possibility to increase the working hours up to a full-time schedule according to the operational needs.



Avenue des Arts 58, 1000 Brussels, Belgium

Closing date for applications:
14-03-2021 at 23:59 UTC/GMT

Summary of position:
Under the general supervision of the Senior Consular Program Officer, the Consular Coordinator processes passport and citizenship applications for Canadians who are in Belgium and Luxembourg; provides consular support services; responds to emergencies involving Canadians in distress; supports the emergency planning preparations and awareness programs; provides administrative and financial services in support of consular, passport and citizenship services at the mission; and performs other tasks as required. The Consular Coordinator is often the first point of contact for Canadians in distress.

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.

• University or “Hautes Ecoles” diploma (post-secondary education) or equivalent, from a recognized institution.

• 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).

Candidates must have:
• A minimum of three (3) years' recent* experience (of which one (1) year should be continuous) in direct service to clients in situations of distress and/or demanding situations;
• A minimum of one (1) recent* continuous year of experience in data entry and/or using a web application for case/client/files management.

* “Recent” is defined as within the last eight (8) 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 office procedures and correspondence;
• Knowledge of the Microsoft Office Suite (Excel, Word and Outlook);

• Effective interactive communication in English and French - oral and written;
• Ability to work under pressure;
• Ability to plan and organize own workload, as well as to establish and manage priorities;
• Ability to work with difficult clients;
• Ability to interpret and analyze information quickly and efficiently according to established criteria;
• Teamwork and cooperation;
• Judgment;
• Attention to quality and details;
• Intercultural sensibility;
• Discretion.

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.

• Experience within a diplomatic mission, government agency or multinational company;
• Experience in providing services under stress or dealing with clients with mental health issues;
• Have successfully completed the Canadian passport management training program abroad;
• Knowledge in Dutch (level A2 or more per the common European framework of references for languages).

Organizational Needs:

Operational Requirements:
• Part time position, working hours : 15 hours/week (Thursday and Friday);
• Ability to work overtime on short notice from time to time;
• Ability to perform occasional tasks outside of normal working hours (i.e. Monday, Tuesdays, Wednesdays, evenings and weekends);
• Candidates must be available for travelling on an international level.

Condition(s) of Employment:
• Candidates must reside in Belgium at the time of employment offer is issued and for the duration of the employment. They must also 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.
• Upon applying, candidates must provide any documentation proving their right to reside and 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, electronic A-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 rating must be maintained throughout the employment - loss of the latter employment is sufficient reason to dismiss the employee.
• Candidates must be admissible for travelling on an international level, even outside the European Union.
• The selected candidate must successfully complete the passport management training program for foreign operations and obtain a minimum passing grade of 80% on the certification exam. This certification must be obtained within the first three (3) months from the date of employment. Failure to obtain certification within the stated period may lead to termination of employment.

Area of selection:
This selection process is open to candidates who, upon applying, have the right to reside and work legally in Belgium, who meet all the essential criteria 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:
• 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 for indeterminate, determinate, emergency, full-time or part-time positions at any of Canada’s diplomatic missions in Brussels, which 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.

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.

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