Various Administrative Positions

Various Administrative Positions

Reference number : EXT23J

Selection process number : 23-EXT-EA-HM-

Important messages

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 use the Contact information below to request specialized accommodation.

All information received in relation to accommodation will be kept confidential.

This process includes four streams in order to create pools for various administrative positions within our organization.

You will be asked to indicate which stream(s) you would like to apply for when completing the application. Please note that some merit criteria are specific to certain stream(s).

STREAM 1 - CR-05 and AS-01 - Various administrative positions*

STREAM 2 - AS-02 - Program Assistant / Administrative Assistant and other positions

STREAM 3 - AS-01 - Foreign Service Executive Administrative Assistant (FSEAA)

STREAM 4 - AS-02 - Foreign Service Executive Administrative Assistant (FSEAA)

Various positions include, but not limited to, Program Assistant, Administrative Assistant, Coordinator and Administrative Services Officer.

Rotational Positions : See the Conditions of employment for additional information.

Please note that a qualified candidate may be offered a position even though they do not meet any or all of the asset qualifications.

However, asset criteria are desirable and may be invoked at any point of the staffing process by the hiring manager, including for being a deciding factor in choosing the right fit candidate.

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Work environment

A career in the Department helps to shape Canada's place in the world. Global Affairs Canada is made up of professionals who work in the National Capital Region and around the world.

Global Affairs Canada is also a global network of missions in countries that supports the international work of the Department and 37 partner departments, agencies and co-locators.

With six regional offices across Canada and more than 11, employees supporting this network, Global Affairs Canada offers you the opportunity to pursue a broad career with challenging perspectives that enrich professional skills and broaden perceptions of other cultures.

Our organization offers a healthy, inclusive and diverse workplace where respect, teamwork, and collaboration are part of our culture, and where innovation is valued.

Global Affairs Canada is committed to promoting and supporting values such as equitable treatment, accommodation and an environment free from harassment and discrimination as well as encouraging and supporting employees to work at their full potential.

Intent of the process

Our organization currently has a variety of needs for administrative positions and the pools of fully or partially qualified candidates that will be created can be used to staff future temporary and indeterminate vacancies and staff positions that are identical or similar at the CR-05, AS-01 and AS-02 group and level within Global Affairs Canada.

The duration and linguistic profiles could vary depending on the positions to be filled.

Positions to be filled : Number to be determined

Information you must provide

Your résumé.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

EDUCATION

ED1 - ALL STREAMS

Secondary school diploma*

An acceptable combination of education, training and / or experience

Successful completion of the General Intelligence Test - (GIT-) from the Public Service Commission.

NOTE : Individuals who will complete their academic program by June 30, may apply. Proof will be required later in this process.

EXPERIENCE

ALL STREAMS

EX1 - Experience with office administration software such as Microsoft Word, Excel, PowerPoint, and Outlook

STREAM 1 and 3 (CR-05 and AS-01)

EX2 - Experience in providing administrative or operational or client service support services

STREAMS 2 and 4 (AS-02)

EX3 - At least one year full-time* experience in providing administrative or operational or client service support services

Full-time is defined by a working week of at least 30 hours.

Administrative support services may include the performance of tasks such as managing the daily agenda of a manager, planning or coordinating meetings, preparing documents or reviewing for accuracy, coordinating incoming and outgoing correspondence, filing, writing minutes of meetings, preparing spreadsheets and collating data, etc.

Operational support services may include the performance of tasks such as preparing forms, data entry, preparing and reviewing reports or other documents, filing, and drafting correspondence in operational environments such as registrar service, finance, administration, security, human resources, case management, or other areas.

Administrative or operational support services are also defined as providing support to someone else.

Client service may include tasks such as processing customer requests, scheduling services, requesting payments, processing refunds, providing information on products / services, troubleshooting issues, inquiring about client satisfaction, etc.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

Note : the following are asset criteria. A qualified candidate may be offered a position even though they do not meet any or all of the asset qualifications.

ASSET EDUCATION

ALL STREAMS

AED1 - A COLLEGE or VOCATIONAL diploma* obtained from a recognized institution in a job-related field

Examples of acceptable diploma : Office Management, Office Administration, Secretarial Studies, Human Resources Management Support, etc.

Examples of non-admissible diploma : Bachelor's degree in administration, Master's degree in international relations, etc.

AED2 - A diploma or certificate from a program related to law support services legal assistant, law clerk, paralegal assistant program or an equivalent program) from a recognized institution

NOTE : Individuals who will complete their academic program by June 30, may apply. Proof will be required later in this process.

ASSET EXPERIENCE

ALL STREAMS

AEX1 - Three years experience or more in providing administrative or operational support services

AEX2 - Experience in manipulating data in MS Excel

AEX3 - Experience with financial and administrative software such as SAP, Salary Forecast Tool, CCM, Oracle or Visio

AEX4 - Experience in maintaining and reporting on up-to-date financial data such as preparing budget tracking document

AEX5 - Experience in planning and organizing travel arrangement and making travel claims

AEX6 - Experience in using Human Resources software such as PeopleSoft, HRMS

AEX7 - Experience in tracking and processing payments

AEX8 - Experience in contractual or agreement administration

AEX9 - Experience in providing advice or recommendations to clients

AEX10 - Experience with grants and contributions

AEX11 - Experience in the application of Government of Canada contracting policies

AEX12 - Experience in the application of sections 32, 33 and 34 of the Financial Administration Act

AEX13 - Experience in providing legal and administrative support services within a departmental legal services unit

AEX14 - Experience in a human resources discipline such as staffing, classification, compensation, or labour relations

STREAMS 3 and 4

AEX15 Experience working in an administrative position in a Canadian diplomatic mission abroad (including as a locally engaged staff)

The following will be applied / assessed at a later date (essential for the job)

Various language requirements

BILINGUAL - IMPERATIVE

STREAMS 1 and 2

Bilingual - Imperative (BBB / BBB), (CBC / CBC)

STREAM 3

Bilingual Imperative (BBB / BBB)

STREAM 4

Bilingual Imperative (CBC / CBC)

COMPETENCIES

ALL STREAMS

CO1 - Ability to communicate effectively orally and in writing

CO2 - Ability to analyze complex information

CO3 - Ability to work in a team*

CO4 - Judgement*

CO5 - Client focus*

CO6 - Integrity and Respect

CO7 - Resiliency and adaptability

CO8 - Ability to perform well under stress and within tight deadlines.

CO9 - Reading*

CO10 - Document use*

CO11 - Numeracy*

These criteria will be assessed during a multiple choice exam

STREAM 3 and 4

CO12 - Intercultural Proficiency

CO13 - Judgement within a Global Context

CO14 - Planning and organizing

The following may be applied / assessed at a later date (may be needed for the job)

Note : the following are asset knowledge and competencies criteria. A qualified candidate may be offered a position even though they does not meet any or all of the asset qualifications.

ASSET KNOWLEDGE

ALL STREAMS

AK1 - Knowledge of the Treasury Board Secretariat guideline on travel and hospitality expenditures

ASSET COMPETENCIES

ALL STREAMS

ACO1 - Initiative*

ACO2 - Reliability

These criteria will be assessed during a multiple choice exam

STREAM 4

ACO4 - Protocol and Etiquette.

Selection may be limited to members of the following Employment Equity groups : Aboriginal persons, persons with disabilities, visible minorities, women

ORGANIZATIONAL NEEDS

Global Affairs Canada is committed to having a skilled and a diversified workforce representative of the population we serve.

In support of this objective, consideration may be given to candidates self-identifying as belonging to one of the following Employment Equity groups : Aboriginal peoples, persons with disabilities, members of visible minorities, and women.

OPERATIONAL REQUIREMENTS

ALL STREAMS

Depending on the position to staff, operational requirements could apply such as :

Be willing and able to travel.

Conditions of employment

Secret security clearance - Conditions of employment

ALL STREAMS

Secret security clearance

Top Secret security clearance for rotational positions (Streams 3 and 4) and some non-rotational positions at the Head office.

Depending on the position, must be willing and able to work overtime on short notice.

Global Affairs Canada has adopted a hybrid* work model until further notice.

A hybrid work model is a blend of in-office and telework.

STREAMS 3 and 4

Rotationality is a condition of employment by which the employee agrees to accept assignments to positions anywhere in Canada and abroad on a regular basis and as determined by the department.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve.

We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

ONLY ONLINE APPLICATIONS THROUGH THIS SITE WILL BE ACCEPTED.

An online test will be administered to assess general competencies and some of the merit criteria.

All criteria could be assessed throughout the process, including email communications.

Once the process is closed, the first step will be the Second Language Evaluation. If you have valid results, you must send them to by January 3, .

You will be required to provide proof of your education credentials. You will be advised to provide the documents later in the process.

For foreign credentials, the Canadian Information Centre for International Credentials (CICIC) assists persons who wish to obtain an assessment of their educational, professional, and occupational credentials by referring them to the appropriate organizations.

The CICIC can be contacted at for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.

Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

The information you provide throughout this selection process must be true and could be verified. Any false or fraudulent information could result in :

• 1. the rejection of your request;
• 2. the revocation of your hiring to the public service, if any;
• 3. any corrective action deemed appropriate by the employer;

4. In case of fraud, in addition to the consequences mentioned above, you could be the subject of a criminal investigation.

Resumes will be used as a secondary source of information and strictly to validate the concrete examples you will have described in the pre-screening questionnaire.

Applicants residing outside the National Capital Region may be required to travel abroad, to the Global Affairs Canada office or to a partner to be evaluated in person or via teleconference, as applicable.

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

We thank all those who apply. Only those selected for further consideration will be contacted.

Contact information

CR-05, AS-01 & AS-02 Collective Staffing Team Apply online Date modified : -10-26