Common Services Assistant

This competition is to staff two (2) LEA2 positions (Program Assistant and Common Services Assistant) in the Embassy of Canada in Vilnius, Lithuania. In addition, this competition will be used to provide a pool of qualified candidates for any indeterminate, part-time or emergency contract in the future. The summary of duties below is to provide an overview of the typical duties that could be required of the positions but this is not the full list of duties related to the positions. 

Duties may include but are not limited to;

• logistics and protocol related to official and VIP visits;
• preparing reports, programmes, and handling other correspondence;
• conducting research and analysis;
• arranging and supporting events;
• managing databases;
• performing financially-related functions;
• managing shared email inboxes;
• processing passport/citizenship applications;
• assisting with emergency consular support services;
• coordinating meetings, travel, and hospitality;
• completing data entry;
• maintaining relevant client management systems;
• monitoring social media;
• supporting procurement-related functions;
• other miscellaneous tasks.

The following outlines a non-exhaustive list of various sections at the Embassy of Canada to Lithuania that may staff vacant positions from this pool as well as a more detailed summary of duties a Program Assistant and Common Services Assistant may undertake in each of these sections.

Executive Office:

The incumbent provides administrative support services related to the organization and delivery of visits for one or more programs or to the mission. This includes activities related to logistics and protocol administrative duties such as: preparing material including reports, programs, letters and charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments and assisting with pre-visit arrangements and coordinating events. Overseeing the operation of mission representational space as specified, keeping inventories, keeping statistics, maintaining records and updates as well as working with users to plan, schedule and carry out events, coordinating the set-up and take-down, security, cleaning and catering.

The incumbent provides administrative support services to an executive position in a mission. This includes clerical and administrative activities such as overseeing the executive’s agenda, preparing meeting documents, saving electronic documents, receiving telephone calls, welcoming visitors and preparing and keeping track of documents such as reports, letters, financial hospitality reports, and charts, as well as making travel and accommodation arrangements, scheduling meetings and appointments, coordinating requests for her/his approval, and, in the absence of a dedicated position for events, protocol and logistics, assisting with pre-visit arrangements and hospitality events.

 Consular:

Under the general supervision of the Consular Officer located in the Embassy of Canada in Riga, Latvia, the incumbent will work with clients who submit applications by mail or in person by reviewing documents, conducting data entry and following up with client as needed. The incumbent may also maintain a register of applications, respond to general written and verbal enquiries, performs administrative duties and other duties as required. The incumbent may also work with clients in distress, seeking emergency consular services.

Common Services/Common Services Delivery Point:

The Common Services Assistant position can support a variety of teams within the Mission including but not limited to Finance, Events, Logistics, Transport, Protocol and Readiness.

Typical duties include:

• providing assistance to a range of financial functions for the mission such as: generating and preparing invoices for payment; reconciling financial transactions using accounting software;
• monitoring the mission’s Inbox and responding to requests from internal and external clients;
• preparing and coordinating documents for processing from various stakeholders;
• supporting procurement services in line with Government of Canada guidelines and policies;
• supporting staffing and recruitment-related functions in line with the Global Affairs Canada staffing directive;
• supporting management with projects and visits;
• Database management (electronic and paper);
• Coordinating of meetings, events, schedules or travel.

Political, Public Affairs and Advocacy:

The Program Assistant supports a team focused on Political, Public Affairs and Advocacy initiatives by engaging in a range of activities including events planning and logistics; contributing to inquiries from the public or from media; contributing to social media entries for the mission’s X and Facebook accounts;

The Program Assistant duties typically involve:

• Organizational support for projects and activities of the Political, Public Affairs and Advocacy section, including administrative and clerical support for the effective implementation of the program.
• Inputting data into the ECHO system
• Maintaining a network of local contacts to ensure the section’s compliance with procedures and regulations.
• Supporting the section in event planning and official visits.
• Responding to inquiries related to the section’s activities on a responsive basis.

Trade: 

The Program Assistant provides back-up assistance to the Trade Program Assistant at the Embassy of Canada in Riga for the following duties which typically involve:

• Organizational support for projects and activities of the Trade section, including administrative and clerical support to the Trade Commissioners for the effective implementation of the program.
• Inputting data into the Client Management System.
• Maintaining a network of local contacts to ensure the Trade section’s compliance with procedures and regulations.
• Supporting the Trade section in event planning and official visits.
• Participating in committees and working groups in the Trade Section, the mission or involving the entire department.
• Supporting section and mission programming by preparing documents, scheduling meetings, and helping with events, travel planning and coordination including logistics and hospitality for official visits.
• Supporting the Vilnius-based Trade Commissioner with research and analysis of trends and developments in various sectors as required.

Area of Selection:

This position is open to candidates currently resident in Lithuania, who hold current documentation allowing them to work in Lithuania without restriction, who meet all of the essential requirements stated and whose applications are received by the closing date.

Candidates holding documentation/visas not renewable in Lithuania will not be eligible for a permanent position. 

Please note that the Embassy of Canada to Lithuania 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.

N/A

Language:

• *Fluency in English and Lithuanian (oral, written, comprehension). * Fluency will be assessed by a variety of means including written assessment and interview.

Experience:

Experience working in an Administrative support or Program support or business development environment or in a customer service capacity

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:

N/A

Competencies:

• Showing initiative and being action-oriented
• Effective Interactive Communication
• Judgement
• Excellent Client service
• Professional Integrity (values & ethics)
• Microsoft Office applications (Word, Excel, Outlook, SharePoint), data base and internet.

Abilities: 

• Attention to detail
• Ability to adapt to/learn quickly new work and processes
• Ability to work under pressure
• Ability to conduct research, analyze information, make recommendations and write reports / correspondence.
• Ability to be organized, prioritize work, and meet deadlines
• Ability to work effectively within a team, independently, with supervisors and other colleagues

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.

• Fluency in French or Russian (oral, written, comprehension)
• Experience working on a high-level visit and/or event management 
• Experience working with a financial system such as SAP/IMS
• A university, college degree or post-secondary equivalence
• Experience working with database management
• Knowledge of the Trade Commissioner service mandate within Lithuania
• Knowledge of social media platforms

Organizational Needs: 

This process will also be used to create a pool of candidates for similar positions either part-time and indeterminate, term or emergency. 

Operational Requirements:

• Normal hours of work will be 37.5 per week.
• Overtime, at short notice, may be required
• Depending on the position, it may require duties to be performed outside normal working hours (i.e., evenings and weekends / in emergency situations) 
• Depending on the position, it may require extensive overtime and travel during high-level visits. 
• Depending on the operational requirements of the position, work from home and/or remote working may not be possible.

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:

All offers of employment are subject to receipt of satisfactory employment references and character references.

Special Request from Mission / Additional Comments:

How to Apply

• You must submit your application using the "Apply online" function at  https://staffing-les.international.gc.ca/en/careers/common-services-assistant-vlnus-177511-en.  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-LDN @ international.gc.ca (delete spaces) 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.
• 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 Lithuania 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.
• 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 Lithuania 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.

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 the email provided to request specialized accommodation. All information received in relation to accommodation will be kept confidential.