Selection Process Nº: 189242-6
Salary: Starting annual salary of EUR 47,658 gross per annum plus benefits
Contract Type: Indeterminate or Term (full-time)
Term Details: This position is a Locally Engaged Staff (LES) position, subject to the Terms and Conditions of Employment for LES at the Embassy of Canada to the Netherlands. Initial fixed-term contract of 12 months with possibility to extend or become indeterminate
Job Function: Administrative
Classification: LE-A2
Location: Embassy of Canada in The Hague, Netherlands
Number of Vacancies: 1
Closing date for application: 29 September, 2024 at 23:59 UTC/GMT +1:00
About the Embassy of Canada to the Netherlands
Located in The Hague, the Embassy of Canada to the Netherlands plays a crucial diplomatic role in advancing Canadian interests in the Netherlands and at Hague-based international organizations while fostering strong bilateral relations, facilitating trade and investment opportunities, providing consular services, and promoting cooperation across various fields.
Summary of Duties
The Embassy of Canada to the Netherlands is looking for an Events and Protocol Assistant to work closely with the Ambassador and other members of the Embassy to support the organization and delivery of high-quality visits and events. A summary of main duties follows.
What you'll do
- Administrative support for events: You will provide high quality support for the execution of events hosted by Canada at the Embassy, the official residence, and other venues. This includes working with the Ambassador, other program managers and officers to plan, schedule and execute events, including identifying appropriate venues, and planning room setup and seating arrangements. Responsibilities will also include coordinating set-up and take-down, managing security, cleaning, and catering services. You will also prepare necessary materials before and after events, such as reports and letters, ensure all audiovisual equipment is available and functioning, and ensure that briefing materials and event scripts have been prepared and provided in advance and in a timely manner. Additionally, you will schedule meetings and appointments, assist with pre-visit arrangements, and oversee the operation of mission representational (event) spaces. Maintaining inventories, statistics, and records is a key part of this role.
- Advice and recommendations: You will provide recommendations to the Ambassador, officers and staff on services offered and on the proposed use of the events facilities; provide advice to events hosts on budget requirements such as costs for catering, equipment rental, staff overtime and any other event-related costs; and anticipate any potential logistical and/or financial difficulties posed by certain requirements (payments of invoices, potential challenges with reimbursements, etc.) and consult management to resolve them. You will provide periodic advice to the Ambassador and program managers on measures that could be taken to improve the quality and effectiveness of the organization’s overall event management.
- Event management: You will extend invitations, control replies and finalize guest lists for events at the chancery, official residence and other venues after receiving guest lists from responsible program officers; calculate event budget requirements and prepare related financial documents, as well as statistical reports of facilities usage, guest numbers and event costs; track all costs related to hospitality duties, assist with budget planning for hospitality events, collect and submit all receipts from hospitality for processing, updating budget tracking sheets for expenditure, and keeping detailed records of costs arising for each event; make purchases, reconcile and prepare reports for the relevant operational budgets; maintain a record of all assigned event and other planning documents and prepare post event reports for management, including post event feedback and final costs.
- Liaison: You will liaise with executive assistants and program officers to prepare schedules and assist with planning in-coming visits and events; and liaise with official residence staff and mission security regarding number of guests expected to attend official events and provide guest list to security. You will also liaise with program officers, official residence staff and with other Mission staff and contractors concerning logistical and hospitality arrangements.
- Client Services: You will maintain close contact with the program leading the event, identify protocol specific requirements, keep track of dates and locations of events, and communicate these to various programs as required. You will also oversee the logistics of assigned events including but not limited to receptions, seated meals, conferences, meetings, lectures, film screenings and press briefings. You will arrange for the contractual rental of equipment as requested and budgeted for event support. Additionally, you will coordinate the set-up and take-down of furnishings and event equipment, managing cleaning and security as needed, and advising the relevant staff.
- Communications and social media: You will develop social media content to promote events and enhance the Embassy’s online presence. Working with the program manager and officers, you will draft, curate, and coordinate the scheduling of engaging content on relevant social media platforms. You will work with the social media coordinator to monitor and analyze social media metrics to measure the effectiveness of campaigns and adjust strategies as needed.
- Support for high-level visits. You will occasionally support the Ambassador, program managers, and officers in the execution of high-level visits (e.g. senior Canadian officials, Ministers, and other dignitaries). This may include providing guidance and support on itineraries, protocol, and logistics.
- Other duties: You will attendassigned official hospitality events hosted by the mission, oversee arrival of guests, attend to last minute problems, oversee technical elements, and troubleshoot as required.
What we can offer you
- Dynamic Environment: Work with great colleagues in a strong team where no two days are the same. Current ability to work from home for up to one day per week.
- Global Impact: Make a real difference in the world by helping to advance Canada's diplomacy and Canada-Netherlands -
- Professional Growth: Opportunities for professional development and growth within a supportive team environment.
- Comprehensive Benefits: We offer a competitive annual salary and pension package (eindloonregeling). A work laptop and phone will be provided. The starting salary increases annually, contingent on positive performance.
You need to have (Essential Qualifications)

• Education: High school degree.
• Language: Fluent (reading, writing, comprehension, and speaking) in English and Dutch.
• Experience: Significant* experience working in a professional setting, preferably in a cross-cultural context, with an emphasis on organizing events.

* Significant means working directly in the field with responsibilities which align with the job role.
Candidates will initially be screened against the essential qualifications relating to education, language, knowledge, and experience. Candidates must clearly demonstrate in their CV how they meet each of these essential qualifications.
We want to know (Rated Requirements)

• Knowledge: Do you know how to organize high-profile events involving government officials and VIPs, and are you familiar with diplomatic etiquette and protocol?
• Communication. Do you have effective written communication and reading and speaking skills?
• Prioritization. Are you able to manage time, prioritize, and meet deadlines?
• Networking. Are you able to build and maintain a network of contacts?
• Convening and organizing. Are you able to organize meetings and/or events?
• Interpersonal skills and judgement. Are you able to work well with others and exercise sound judgement?
• Social media savvy. Do you know how to work with social media tools (Facebook, X, Linked In, etc.).

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, references, presentations, and/or psychometric assessment.
It would also be helpful for you to have (Asset Qualifications)

• Diplomatic and public sector experience. Familiarity with diplomatic work and/or experience within the public sector (e.g., Canadian and/or Dutch Governments, political parties, or advocacy organizations) would be an asset.
• French: Fluency (reading, writing, comprehension, and speaking) in French.
• Education: Degree or certificate in Event Management, Hospitality, Public Relations, or a related field.

Preference may be given to candidates who also meet the Asset Qualifications
Operational Requirements

• Hours of work. 37.5 hours per week, 5 days a week (7.5 hours per day)
• Overtime. May be required to work compensated overtime on occasion, including evenings. Preference will be given to applicants who have flexibility in their hours of work.
• Travel: Occasional travel within the Netherlands may be required

How to Apply
Are you ready to join a dynamic team dedicated to strengthening relations between Canada and the Netherlands?

• Please complete the online application form using the "Apply online" function and submit your C.V. and cover letter in English or French.
• 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.
• 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.

The Fine Print and Additional Information
Area of Selection/Eligibility
This position is open to candidates currently residing in the Netherlands, who hold current documentation allowing them to work in the Netherlands without restriction, who meet all of the essential requirements stated, and whose applications are received by the closing date.
Candidates must have permission to work legally in the Netherlands. Please note that the Embassy of Canada does not sponsor work permits directly or indirectly.
The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. In order to achieve a representative workforce, selection may be prioritized based on qualified candidates self-declaring as being a member of one or more of the following groups: Indigenous, persons with disabilities and visible minorities. Candidates will be considered based on merit.
Values and Ethics :

• Some accommodations can be made for physical and cognitive disabilities. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community.
• All Government of Canada employee activities are governed by the Government of Canada’s Code of Values and Ethics.
• 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.

Conditions of Employment :

• Before an offer of employment can be made, candidates must provide a local address in the Netherlands as proof of residence, as this will appear on the offer letter;
• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain a Reliability security screening (including a criminal record and credit check);
• Candidates must 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.

Important Notes :

• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French). Candidates are entitled to participate in the recruitment process in the official language of their choice and to indicate their preferred official language in their application.
• Communication for this process will be sent via email. Candidates who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folders.
• Reference checks will be sought for candidates that reach the interview satage and may form part of of the selection process.
• 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.
• Candidates requiring any special assistance in attending the exam or interviews are requested to inform us. 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.
• If you have any questions at any stage of the recruitment process, please send an email to : LES- E-Recruitment-LDN@international.gc.ca

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