Kinshasa

Ambassade du Canada

Common Services Assistant Reception

https://staffing-les.international.gc.ca/en/careers/common-services-assistant-reception-knsha-107405-en

Selection Process Nº: 107405-6
Salary: 22,658 USD + benefits - NOT NEGOTIABLE
Contract Type: Indeterminate (Full-time)
Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Democratic Republic of Congo.
Job Function: Administrative
Classification: LE - A2
Location: the Embassy of Canada to the Democratic Republic of Congo
Number of Vacancies: 1
Closing date for application: 31 January, 2023 at 23:59 UTC/GMT +1:00
Apply Here

Summary of Duties:

This is an administrative support position for the Common Services Program. Under the general supervision of the Management and Consular Services Officer , manages the central switchboard and general mailbox serving all mission programs. Manages the official vehicle reservation system and the dispatch of Mission drivers. Provides specific support to the consular program by responding to inquiries, providing concise and accurate information to program visitors, providing administrative support to the consular officer, assisting with passport distribution, and identifying local contacts as needed. Directs specific inquiries to relevant mission programs; responds to general inquiries about Canada in French and English as needed; directs outgoing mission mail; controls access to the embassy, ensures lobby is in good condition and adheres to security policies. May provide general administrative support, as required, to the common services section, including tasks such as data entry, document scanning, filing and basic internet searches; and performs other duties as required.

Area of Selection:

This position is open to external candidates eligible to reside and work in the Democratic Republic of Congo, and to indeterminate, term and emergency employees of the Canadian Embassy in the Democratic Republic of Congo who meet all of the employment requirements below.
Please note that the Embassy of Canada to the Democratic Republic of Congo 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.
Minimum Graduation degree from an internationally recognized university or the Congolese Ministry of Higher and University Education (ESU) in an administrative or secretarial discipline or an acceptable* combination of education, training and work experience in a field related to the position.

*A total of 3 years or more is an acceptable combination of education and relevant experience.

Language:

• Fluency in French (oral and written)
• Fluency in English (oral and written)  

Experience:

• Recent experience* working in an office environment as a receptionist or administrative support. 
• Recent experience* providing services directly to clients in person, electronically and by telephone. 
• Recent experience* in using computer software/database including Microsoft Office.  

* Recent experience is defined as a minimum of one (1) year within the last 5 years. 

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 Microsoft Office (Word, Excel and Outlook)  

Competencies:

• Client focus 
• Problem solving 
• Organizational skills 
• Teamwork 
• Attention to detail

Abilities: 

• Ability to multi-task in a fast-paced environment 

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.

•  Experience working with a diplomatic mission or international organization 

Operational Requirements:

• Required to work directly with the public including with Canadians in distress.  
• Hours of Work: 37.5 hours per week, 5 days a week  

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.

- Other conditions of employment:

• Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region or country so that if selected, it will appear on the offer letter.  

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter 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-BREU@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 and 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 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 Democratic Republic of Congo 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.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• 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-BREU@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 Democratic Republic of Congo 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.