Program Assistant (Foreign Policy and Diplomacy Services)

Position description

The Consulate General of Canada in Miami seeks an energetic, detail-oriented and reliable team player with a strong interest in international affairs, advocacy and global commerce to promote, advance, and strengthen Canada-U.S. bilateral political, economic and security interests within its territory (Florida, Puerto Rico and the U.S. Virgin Islands). Our employees benefit from working in a leading-edge foreign trade and development ministry that is both innovative and accountable. 

The Mission offers a competitive salary, generous leave and a strong benefits package that includes medical, dental, long term and short-term disability and a retirement savings plan.  Please find a summary of our benefits package and information on employment eligibility at: Jobs at our offices in the United States (international.gc.ca). 

Under the general supervision of the Foreign Policy and Diplomacy Services (FPDS) Consul, the Administrative Assistant supports the whole FPDS team by:

• Providing administrative and secretarial support, including planning, organizing and providing logistical, budgetary and administrative support for travel, meetings, incoming delegations, conferences, receptions, and other events; 
• Maintaining efficient office filing systems and an inventory of relevant reference materials and key contacts; and,
• Assisting with the administration of budgets and finances.

The FPDS Program Assistant will work closely with the various teams of the Consulate, the Canadian network of Consulates in the United States, relevant Government of Canada and Provincial departments and agencies to coordinate activities and initiatives. The candidate will demonstrate a strong ability to plan effectively in a highly demanding environment, develop and engage a network of external partners, work independently in a proactive, accountable manner and communicate effectively. 

Area of Selection:

This selection process is open to all applicants legally residing in the greater Miami metropolitan area at the time of appointment. Candidates must be legally authorized to work in the United States. 

Please note that the Consulate General of Canada in Miami 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.

• A degree or certificate from an accredited university or college,

     or

• An acceptable combination of relevant experience, education and training.

*Acceptable combination of relevant experience, education and training is defined as a high school diploma and a minimum of three years providing administrative support in an office environment. 

Language:

• An advanced proficiency level (writing and speaking) in English. 

Experience:

• One year of recent* full-time work experience providing administrative support in an office environment. 

 *Recent experience is within the last five (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 and proficiency in computer software, including Microsoft Office Suite.

Competencies: 

• Effective interpersonal skills;  
• Client orientation;  
• Initiative and action orientation;
• Focus on quality and detail.

Abilities:

• Ability to communicate effectively orally;
• Ability to communicate effectively in writing; 
• Ability to manage multiple priorities with tight deadlines;
• Ability to effectively work as part of a team.  

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.

1. The ability to work in French and Spanish;
2. Prior work experience within a diplomatic environment;
3. Experience in financial administration, such as tracking budgets and preparing expense and hospitality/travel claims, and preparing routine financial reports
4. Experience in records / information management; 
5. Experience using Microsoft Office suite software, (e.g., Word, Excel, Outlook, PowerPoint);
6. Experience organizing visits and events;
7. Experience in managing social media accounts in an office setting. 

Operational Requirements:

• Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week.
• The willingness to work occasional overtime on evenings, weekends and holidays including travel is required. 
• Location of work: Employees must be able to work in the office at the Consulate General of Canada in Miami.

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.

Application instructions

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