Common Services Assistant

4403

Common Services Assistant

€39,610 per annum (full-time basis – salary pro-rata) plus vacation bonus

Part time

This position is a LES (Locally Engaged Staff) 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 become indeterminate.

Assistant

LE-A2 (LE-05)

Embassy of Canada, The Hague, The Netherlands

21-03-2021 at 23:59 UTC/GMT

Under the supervision of the Program Manager or other officer, the incumbent is accountable for the provision of administrative support services and the coordination of regionalized administrative service request from the mission to the common service delivery point (CSDP).
Responsible for the provision of documents, information and a variety of administrative services in support of more than one of the following areas: finance, human resources, materiel management, procurement, contracting, property and facilities management. Researches, compiles, inputs and maintains data in departmental electronic systems; responds to service requests from clientele within the mission and/or an in-country (or countries of accreditation) network and in support of operations in a regional context. Collects, scans, reviews and uploads received documentation into Departmental integrated automated financial, procurement and HRMS systems. Prepares and submits forms on different systems and to different recipients. Under the direction of the supervisor, drafts and sends written correspondence to CSDP, clients and contacts. Prepares documents and reviews for errors, omissions and advises supervisor when corrections are needed. Obtains required approvals and signatures to ensure compliance with procedures for all areas of responsibilities and maintains up-to-date data. Contributes to the development and supports the implementation of new or improved systems, processes and procedures in accordance with the needs and priorities of the mission. Provides support in the administration and in the processing of various types of common services transactions. Coordinates meetings, events, schedules and assists with travel plans when required. Other duties as required.

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.

Education:
• Successful completion of a college (or equivalent) or a university degree from a recognized educational institution.

Language:
• Fluency in English (oral, comprehension and written)

Experience:
• Experience in an administrative support role with main duties related to one or more of the following: Administration, Finance, Procurement, Human Resources and/or Property Management.
• Experience working in a team providing client service.

Rated Requirements
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, presentations and/or psychometric assessment.

Knowledge:
• Knowledge of general administrative processes, standard office procedures and practices
• Knowledge of standard office suite software application (Microsoft Office – Word, Excel, Outlook Mail) and collaborative tools.

Competencies:

• Client focus
• Ability to prioritize and meet deadlines
• Attention to details
• Adaptability and flexibility
• Teamwork
• Effective interactive communication

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.

• Experience of accounting packages/financial systems
• Previous experience working in a Government or Public Sector or International environment
• Working knowledge of French and/or Dutch

• Hours of work: minimum 18.75 hours per week
• Willingness and ability to work overtime occasionally after normal working hours
• Willingness to undergo training

• Eligible to reside and work in The Netherlands
• Eligible to obtain and maintain an enhanced reliability security clearance*
*The following documents will be required part of the security screening process for the successful candidate:
 VOG
 Credit check
 Valid passport
 Certificate of Canadian Citizenship (if applicable)
 A recent passport photo
 Certificate(s) of employment and/or reference letter(s)
 Legalized school certificates and/or diplomas (for non-Canadian documents)

Open to internal (indeterminate or term) and external applicants currently employed on an emergency basis at the Embassy of Canada to the Netherlands who are legal residents or citizens of the Netherlands, 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 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.

• Candidates are required to upload a cover letter and CV in English or French.
• Applications which do not include all of the requested documents or information will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to: [email protected] prior to the closing date. Failure to so will result in the application being rejected.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• 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.
• Reference checks will be sought for candidates that reach interview stage and may form part 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 exams or interviews are requested to inform us.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Embassy of Canada to the Netherlands which might arise in the 12 months following the completion of this recruitment process.
• If you have any questions at any stage of the recruitment process, please send an email to: [email protected]