Program Assistant, Immigration
The Embassy of Canada, Washington, D.C. is seeking to hire a Program Assistant to provide key administrative support services to the Immigration Section.
Position title: Program Assistant, Immigration
Location: Embassy of Canada, Washington, D.C.
Position no: EXT-TBD
Starting salary: $57,827 USD per annum, plus benefits
Competition no: 07/17
Date posted: July 21, 2017
Closing date: August 4, 2017
Employment Tenure: Indeterminate
- Persons living in the Washington Metropolitan area.
- Employees of the Embassy of Canada in Washington, D.C.
- Employees of any Canadian Mission in the United States. Relocation will not be paid in any circumstance.
- Spouses and dependents of Canada-based staff at the Embassy of Canada in Washington, D.C.
All applicants must:
- Meet all of the Essential Requirements stated below.
- Be a resident in the United States.
- Have independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.
- Submit a resume and cover letter by the closing date. The cover letter must specify, using concrete examples, how you meet the Essential Requirements, i.e., Education, Experience, for this position. All communication relating to this process, including email correspondences may be used in the assessment of qualifications.
Summary of duties:
The Program Assistant is responsible for the management of administrative support services for the Minister-Counsellor, including financial administration and maintenance / management of the budget, as well as making travel arrangements and preparing travel claims; managing all incoming correspondence to the Minister-Counsellor’s office; assisting the Office staff in their representational functions by organizing visits/events and other official functions, as well as preparing guest lists, arranging catering services, creating invitations, and receiving RSVPs; developing and maintaining effective liaison with officers in other Sections in the Embassy and with US/Canadian government agencies to obtain and provide information, advice, and assistance; providing research, analysis, and report writing; managing electronic and paper-based filing systems; and arranging the procurement and maintenance of necessary equipment, office supplies, and support materials. Given the nature of the Office’s responsibilities, the incumbent will need to exercise good judgment and discretion in dealing with matters that are often sensitive.
Oral and written command of the English and French language (able to use the languages fluently and accurately on all levels pertinent to professional needs).
Condition of employment (must be met):
- Eligibility for a Government of Canada Reliability Status which includes a criminal and credit background check; and
- Independent work authorization in the United States and status in accordance with United States protocol directives for foreign missions.
Candidates must demonstrate clearly how they meet the Education and Experience requirements listed below:
An undergraduate degree from a recognized university or college; or an acceptable combination of relevant experience, education, and training related to the duties and specific areas of competence required by the positions.
- Three (3) years or more of experience in office management in an automated environment, including providing administrative support to a senior official;
- Experience in financial administration, including budgets, hospitality and travel, and the preparation of reconciliation reports;
- Experience in records management;
- Extensive experience using Microsoft Office Suite;
- Experience in setting up visits and organising events; and
- Experience providing policy /procedure- oriented research and creating draft reports.
Candidates who meet the Education and Experience requirements will be assessed on the following qualifications. The assessment may be a written test, an interview, an in-basket exercise, a skills test, or any combination of these methods.
- Knowledge of Canadian Government financial, contracting, records management, and human resources policies and procedures;
- General knowledge of the Canadian immigration program; and
- Knowledge of data management.
- Communicate effectively in English and French, both orally and in writing, using a clear and organized structure;
- Manage the office of a senior Embassy official, dealing tactfully with highly sensitive and confidential information;
- Work with MS Office suite software, demonstrating strong IT skills;
- Provide client service in person, by telephone, and electronically;
- Research, analyze and evaluate information effectively;
- Provide briefings and prepare material for presentations and financial reports;
- Plan and organize, with a particular emphasis on event planning;
- Work independently when required or as a team member; and
- Take initiative to identify and solve problems.
- Effective interpersonal skills;
- Sound judgement;
- Client-service orientation;
- Discretion: handle sensitive and confidential information on a need-to-know basis; and
The staffing process will consist of a review of all applications to ensure that applicants meet the Essential Requirements. Please note that failure to meet any of the Essential Requirements eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for an interview or other form of assessment of the Rated Requirements.
The assessment may include an interview, a written test and other tests that will consist of a series of questions designed to evaluate each applicant's knowledge, abilities and personal suitability for the position.
The Embassy offers a competitive salary, generous leave and a strong benefits package to include medical, dental, long term and short term disability, and a retirement savings plan to name a few.
The Embassy is committed to conducting inclusive, barrier-free selection processes.
Method of application:
Applications should be sent by e-mail to: firstname.lastname@example.org by the closing date. In completing their applications, candidates should confirm that they meet all of the Essential Requirements and take care to relate their work experience to the position description and indicate the position number(s).
Hours of work:
Normal hours of work for this position are in accordance with Terms and Conditions of Employment for Locally Engaged Staff (LES) in the United States of 37.5 hours per week. The incumbent will be required to work overtime on an as-needed basis.
- Date Modified: