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Job Ref:
4489

Job Title:
Events Coordinator

Salary:
$61,669 USD, plus benefits

Vacancy type:
Indeterminate

Term Details:
This staffing process may be used to create an eligibility list of qualified candidates for this position and for similar positions with various tenures, including indeterminate, term, assignment/ transfer, emergency, and acting opportunities at the Embassy.

Level:
Assistant

Classification:
LE-A3

Location:
Embassy of Canada, Washington, D.C.

Closing date for applications:
20-05-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the general supervision of the Head of the Events Production Team, the Event Coordinator is responsible for the coordination and execution of assigned, official Embassy and third party (external client) events. The incumbent provides non-routine coordination of ongoing program activities to include developing and managing budgets and contracts with multiple third party stakeholders, coordinating logistical requirements and making recommendations to event hosts based on scheduling, capacity and resources. The incumbent is responsible to manage a significant inventory including related financial transactions, sales and purchasing and detailed records management. The incumbent will provide complex administrative support and services in direct support of program objectives and goals; prepare reports for Senior Management, and other duties as required. The incumbent is often required to work independently in an environment with many competing events and changing priorities, and is thus required to exercise flexibility, adaptability and the judgement necessary to ensure that the Embassy is well represented and that all Embassy events run smoothly.

Essential qualifications:
Candidates must demonstrate clearly how they meet the Language, Education and Experience requirements listed below.
Language:
English (The ability to work in French would be an asset.)
Education:
A degree from an accredited university or college; or an acceptable combination of experience and education.
Experience:
• Three (3) years or more of experience providing administrative and/or program support, including front-line client service, in a complex corporate or government office;
• Recent and extensive hands-on experience organizing and executing events or major professional projects, as well as providing related administrative support functions;
• Two (2) years or more of experience in managing a complex financial and/or inventory system;
• Experience using Microsoft Office Suite, e.g., Word, Excel and Outlook, and
• Experience in managing budgets and preparing related status reports for management.


Asset Qualifications:
• The ability to work in French would be an asset.
• Familiarity with Canadian cuisine and wines would be an asset.
• Experience working in events at an embassy, diplomatic mission, or other international organization would be an asset.

Organizational Needs:
-

Operational Requirements:
Candidates who meet the Language, Education and Experience requirements will be assessed on the following qualifications. The assessment may include: a written test, an interview, an in-basket exercise, and/or a skills test.
Knowledge:
• Knowledge of general financial, budget, contracting, and records management policies and procedures; and
• Knowledge of best practices in events planning and execution.
Abilities:
• Communicate effectively in English, both orally and in writing;
• Establish and maintain effective relationships with both internal and external stakeholders and clients at all organizational levels;
• Intermediate level ability to work with MS Office suite software (e.g., Excel, Word and Outlook) and databases for information management, demonstrating strong IT skills;
• Coordinates assigned events from development and planning through to implementation and evaluation, providing excellent service and guidance to both internal and external clients;
• Plan and organize a high-volume workload, while maintaining attention to details;
• Demonstrate mathematical skills with the ability to maintain spreadsheets and to work with budgeting processes; and
• Take initiative to identify and solve problems.
Personal Suitability:
• Excellent interpersonal skills;
• Sound judgment;
• Exemplary attention to detail;
• Tact and diplomacy;
• Flexibility; and
• Team player and collegial.

Operational Requirements:
• Due to the situation with COVID 19, many employees with the Embassy are currently teleworking. As the Embassy moves through its reopening phases, and based on the requirements of the position, the incumbent may be required to work on site at the Embassy. Once the Embassy returns to normal operations, the incumbent will be expected to work from the Embassy, as required.
• Incumbent may need to work evenings, early mornings, or weekends, as required.


Condition(s) of Employment:
• Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check;
• Independent work authorization in the United States and status in accordance with U.S. protocol directives for foreign missions (US Citizen, LPR, or specific visa categories as required by the Department of State for employment in a foreign mission); and
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region or country so that if selected, it will appear on the offer letter.

Area of selection:
This competition is open to applicants who are: • Persons living in the greater Washington Metropolitan area. • Employees of the Embassy of Canada in Washington, D.C. • Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance. • Spouses and dependents of Canada-based staff (CBS) at the Embassy of Canada in Washington, D.C.

Important Notes:
Selection Procedure:
The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Failure to meet any of the essential requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for assessment of the Rated Requirements. The assessment may include an interview, a written test and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position. Reference checks will be sought for candidates who reach the interview stage and may form part of the selection process. 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. Candidates requiring any special assistance in attending exams or interviews are requested to inform us prior.

The Embassy offers a competitive salary plus leave and health benefits package. Leave includes paid vacation, sick, and family/personal leave. Health packages covers medical, dental, disability, and retirement. Other benefits include prime work location in proximity to Metro, standard 37.5-hour work week, on-site parking, on-site gym with cardio and weight room, and on-site cafeteria. The Embassy promotes work-life balance and offers a dynamic and healthy work environment
The Embassy is committed to conducting inclusive, barrier-free selection processes. 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.

Method of application:
Applications will only be considered when received through our online portal.
See link below.
Please note - the closing time for accepting applications is 6 pm Eastern Time (local Washington, DC time)


Hours of work:
Normal hours of work for this position are in accordance with the Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent may be required to work overtime as needed.



For more information about this position please open the following documents:



Sorry, this vacancy is closed.

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