Selection Process Nº: 194855-6
Salary: EUR 47,658 gross per annum plus benefits (as per Terms of Conditions of Employment for Locally-Engaged Staff in The Netherlands)
Contract Type: Term (Full-time)
Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Netherlands. Initial fixed-term contract of 12 months with possibility of extension or to become indeterminate
Job Function: Administrative
Classification: LE-A2
Location: Embassy of Canada in The Hague, Netherlands
Number of Vacancies: 1
Closing date for application: 17 November, 2024 at 23:59 UTC/GMT +1:00
Summary of Duties:
The Common Services/Administrative Assistant (LE-A2) provides financial and administrative support services to Management on one or more of the following services in a mission:

• Real Property – Provide services to the property business line including procurement and management of the mission’s property portfolio and other properties.
• Property Maintenance – Provide services to the property business line that may include maintenance of the mission’s chanceries, official residences, staff quarters and other properties and their building systems.
• Material Management – Provide services of minor purchasing, receipt, inventory, storage, distribution, interior decoration, maintenance, repair, and disposal of materiel for the mission.
• Contracting and Procurement – Provide contracting services including procurement of goods or services up to the mission’s delegated authority.
• Accounting and Finance – Provide servic
• Fleet Coordination – Provide the mission’s transportation services, coordinate the effective maintenance of the fleet of vehicles and supervise the common services drivers.
• Protocol and Customs – Provide services to the mission including liaising closely with the local government concerning the application and administration of diplomatic privileges.

The Common Services/Administrative Assistant (LE-A2) also provides and creates information and/or documentation; provides support for ongoing program activities; responds to service requests from clientele and performs other duties as required.
Area of Selection:
Open to applicants who are legal residents or citizens of the Netherlands with the right to work, who meet all of the essential requirements stated below, and whose applications are received by the closing date.
Please note that the Embassy of Canada to the Netherlands 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.

• High School Diploma

Language:

• Fluency in English (reading, writing, comprehension, and speaking)

Experience:

• Experience working in an office in an administrative role with a strong focus on client service orientation and following standard office procedures
• Experience of carrying out finance related duties including basic book-keeping
• Experience in working with clients (internal or external), partners and stakeholders

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:

• Knowledge of basic financial procedures
• Knowledge of client services and support
• Knowledge of standard office procedures & practices
• Knowledge of Microsoft Office (Excel, Word and Outlook)

Competencies:

• Teamwork and cooperation
• Focus on quality and details
• Adaptability and flexibility
• Autonomy and initiative
• Client focus
• Effective interactive communication – oral and written
• Interpersonal skills, tact and discretion
• Professional integrity, values and ethics
• Ability to prioritize and meet deadlines

Abilities:

• Ability to communicate clearly and convey information effectively orally and in writing
• Ability to prepare expenses tracking sheets
• Ability to maintain records, files, lists and databases
• Ability to draft correspondence, reports, letters and routine financial documents

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.

• Knowledge of French
• Experience in at least two of the following fields: logistics, material management, procurement, contracting, property and facilities management
• Experience providing services directly to client or stakeholder
• Experience supervising or overviewing other employees
• Knowledge of Office 365 suite (Sharepoint, teams, etc)
• Having an active Canadian security clearance
• Experience working in an Embassy, Government or similar international organization

Organizational Needs:
This process will be used to create a pool of candidates for similar positions, either full time or part time, and indeterminate, term or emergency.
Operational Requirements:

• Hours of work: 37.5 hours per week, Monday to Friday
• Required to work directly with internal and external stakeholders
• Ability to work overtime and sometimes on short notice
• Ability to work on Dutch holidays when the embassy is open

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.
- Additional Comments:

• VOG (Verklaring Omtrent het Gedrag)
• Passport or national ID card
• Certificate of Canadian Citizenship (if applicable)
• 1 x recent passport photos
• Certificate(s) of employment/letter(s) and references
• School certificates/diplomas

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via Vid Cruiter 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-LDN@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 Embassy of Canada to the Netherlands 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.
• 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-LDN@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 Embassy of Canada to the Netherlands 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.

Job Type: Full-time
Pay: From €47.658,00 per year
Work Location: In person