Program Assistant

Summary of Duties:

The Consulate General of Canada in Atlanta is hiring four (4) Administrative Assistants to work with the Common Services, Trade and Public Affairs section to provide administrative support services. Duties include but are not limited to the following:

Common Services Office - Under the general supervision of the Director of Common Services, the Common Services Coordinator provides support to a variety of teams in the Embassy. Typical duties include:

• Providing front-line client service (Receptionist services);
• Assisting with the administration of budgets and finances (prepare expense claims, invoices and bills for payment, tracking expenses, etc.);
• HR support services (preparing documents for hiring competitions, prepares and process new hire paperwork, keep our online filing in check with our paper folders, update our wiki, SharePoint transition, Mission Report updated yearly, etc.);
• Respond directly to client service requests (staff requests, property/facility requests and basic IT requests);
• Manage, track and record meetings, schedules and events;
• Review, audit, enter and track office equipment and supplies;
  Maintains comprehensive knowledge of office routines, procedures and functions of program;
• Perform other duties, as required.

Trade Office - Under the general supervision of the Consul and Sr Trade Commissioner, the Administrative Assistant provides administrative support to trade team. Typical duties include:

• Providing front-line client service (Receptionist services);
• Schedule, manage, and do follow up on meetings and events;
• Assisting with the administration of budgets and finances;
• Play a key role in planning and overseeing logistics, budgetary and administrative support for travel, company or market research as required, organize meetings, welcome incoming delegations, participate in planning of conferences, receptions and other events;
• Respond directly to clients contacting the office;
• Maintaining efficient office filing systems and an inventory of relevant reference materials and key contacts;
• Establish and maintain a network of contacts in local government, diplomatic and other circles;
• Perform other duties, as required.

Public Affairs Office - Under the general supervision of the Consul and Foreign Policy and Diplomacy Service (FPDS) Manager, the Administrative Assistant provides support to the FPDS team. Typical duties include:

• Provide administrative support to the Program Manager and the team;
• Providing front-line client service (Receptionist services);
• Contributes to the oversight and review of budgets; audit and track expenditures for the Program budget;
• Coordinates work related to contracts;
• Prepare travel, hospitality and expenditure requests for approval and review;
• Manage, track and record and organize meetings, schedules and events; participate in planning of hospitality functions, receptions and other events;
• Establish and maintain a network of contacts and engage with other embassy, Government of Canada and diplomatic stakeholders as required;
• Coordinate and prepare internal communications and respond to client requests;
• Electronically file information and maintain corporate records of business value;
• Order supplies and liaise with embassy support staff for office needs;
Perform other duties, as required.

Area of Selection:

This selection process is open to applicants legally residing in the greater Atlanta metropolitan area at the time of appointment. Candidates must be legally authorized to work in the United States.

Please note that the Consulate General of Canada in Atlanta 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 based on merit. 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.

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

• Language will be assessed further during the process.

Education:

Candidates will be required to provide proof of the completion of their education.

• Two years of post secondary education resulting in an associates degree, diploma and/or professional certificate

Or

An equivalent combination of two years of post-secondary education and relevant experience relating to the positions’ duties and specific areas of competence.

Language:

• This position requires an advanced level of proficiency (reading, writing, comprehension, and speaking) in English.

Experience:

• One year of recent* full-time work experience providing client service and/or administrative support in an office environment
  
  • Recent experience is within the last five (5) years
  
  

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:

• Standard office and administrative procedures and practices such as information management, meeting organization, email and phone etiquette, and project management;
Microsoft Office 365 suite.

Competencies:

• Organization and Coordination;
• Initiative and action orientation;
• Focus on Quality and Detail;
• Judgement and discretion;
• Client orientation;
Resilience and Adaptability.

Abilities:

• Ability to identify issues, solve problems and provide effective recommendations;
• Ability to communicate effectively orally;
• Ability to communicate effectively in writing;
Ability to work effectively within a team, with supervisors and colleagues.

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.

• Experience or knowledge related to either Trade or Public Affairs;
• Ability to communicate in French;
Experience working in an international environment.

Operational Requirements:

• Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.50 hours per week;
Occasional overtime, including evenings and weekends, may be required with advance notice.

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

• Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.

• Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.

Special Request from Mission / Additional Comments:

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca)

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. Canada’s strength is diversity and it has played a key role in Canada’s history and development. Because of this, the Consulate General of Canada in Atlanta values diversity, equity and inclusion in our workforce.

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• 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 must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Consulate General of Canada in Atlanta does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-WSHDC@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Consulate General of Canada in Atlanta which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.