Common Service Assistant

4367

Common Service Assistant

18,856 USD per year

Indeterminate

This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in South Sudan.

Assistant

LE-05

Juba, Embassy of Canada

15-02-2021 at 23:59 UTC/GMT

Under the supervision of the Management Consular Officer for JUBA (FS-02), the incumbent is accountable for the provision of administrative support services of mission specific common services and the coordination of regionalized common services requests from the mission to the 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 processes.
• 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.
• Performs 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:

A degree in business admin, management, finance, commerce from a recognized university and a minimum of 2 years of work experience within the last 5 years.

Language:

Language Requirements: Fluency in English (written and spoken) at an advanced level.

Experience:

1. Working in an office environment in an administrative support capacity
2. Experience in working with clients (internal or external), partners or stakeholders.
3. Experience in finance, logistics, human resources, materiel management, procurement, contracting, or property and facilities management.
(Experience in at least 2 of these fields)

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 standard office procedures & practices:
• Maintaining records, files, lists, and databases
• Drafting correspondence, reports, letters and routine financial documents

Abilities/Competencies:
•Ability to communicate clearly and convey information effectively orally and in writing.
• Ability to work under pressure and use initiative to plan, organize, and prioritize multiple tasks.
• Ability to prepare and manage a budget;
• Ability to effectively use Microsoft Office (Word, Excel, Outlook Mail), and web search engines;
• Commitment to Public Confidence
• Teamwork and Cooperation
• Focus on Quality and Details
• Effectiveness/Achievement Orientation
• Adaptability/flexibility

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.

• Basic French skills

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Ability to occasionally do overtime on short notice and/ or weekends.

• Reliability Status
• Legally able to work in South Sudan. The Embassy of Canada will not sponsor work permits or visas for non-South Sudanese nationals. Right to work will be confirmed as part of recruitment process.
• Local address at time of offer

Open to internal and external applicants who are legal residents or citizens of South Sudan, 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 South Sudan 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.

• Note: Due to Covid-19, you may experience some delay in the recruitment process. We are working hard to minimize any disruption. You may find more information in the sections below.

How to apply:
• Please complete the online application form and submit your cover letter and C.V. in English or French. Please include in your C.V. document copies of any certificates of employment from your last place of work and copies of certificates of education, including any relevant certificates of language proficiency and work permit by creating one pdf document.

• Please submit a cover letter in English or French explaining why you are interested in the position and how your previous experience applies to this position. Candidates must demonstrate concisely in their cover letter how they meet all essential qualifications.

• Applications which do not include the requested documents or information in the CV or cover letter will be rejected.

• ELIGIBILITY INSTRUCTIONS (to be included in cover letter)

Assessment questions* have been included for candidates to complete and include in their cover letters along with the application. In order to be considered for the position, please note that candidates must answer all questions (#1 and #2). Please include the information in paragraph form. Responses must be your original work, and cannot use text from the internet or other sources. Applications using copied text will be disqualified.
You will be assessed on your attention to detail, spelling, grammar and effective communication on the application and further along in the process if you’re screened in. Applications not including responses to these questions will be screened out.
** Applications that do not include the Candidate Assessment Questions will not be considered.

• Question #1 (500 words maximum) In your opinion which competencies are important for the position of a Common Services Assistant at the Embassy of Canada to South Sudan?

• Question #2 (500 words maximum) Please share with us a to do list of a typical work day for you. Please use bullet points, Arial as font in the size of 11 point and a line spacing in the text of 1.5

• 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 do so will result in the application being rejected.

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. Candidates should only apply using a laptop or desktop computer.
• 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 South Sudan 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 term, indeterminate part-time or full-time openings at the Embassy of Canada South Sudan which might arise in the 12 months following the completion of this recruitment process.