The European Union Delegation to Canada is looking for: Administrative Assistant

03.03.2023 Expiring soon
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We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

We offer
We offer a post of Administrative Assistant. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Under this job function the successful candidate will serve as support staff to and under the supervision and responsibility of the Head of Administration.

Place of employment; Suite 1900, 150 Metcalfe Street, Ottawa, ON, Canada

Working hours; 37,5 hours/week

Starting basic salary; 4,896.00 CAD/month gross (group 2)

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance are offered to employees and their families under certain conditions.

We look for

Education: Completed High School degree

Knowledge:

  • Accountancy, payroll and procurement.  Knowledge of EU procedures is an advantage.
  • Excellent knowledge of computer tools, spreadsheets, MS Office applications and Internet.

Languages: Excellent command of English. Knowledge of French.

Minimum working experience: At least three years of relevant experience. Previous experience in EU institution or Embassies an advantage.

Personal skills:

  • Able to work with limited supervision
  • High degree of responsibility and discretion
  • Self-starter, motivated
  • Good capacity to focus on priorities and to organise work
  • Good capacity to communicate clearly (both oral and written)
  • Good capacity for concise reporting
  • Committed to assure quality, speed and accuracy
  • Detail oriented
  • Respect of deadlines
  • Able to deal with stressful situations and respond quickly to new demands
  • Team player
  • Capacity to work in a multicultural environment

Job description Budget:

  • Prepare and commit all budget credits received from HQ & monitor use/consumption of credits. Manage budget revision.
  • Prepare monthly closure of accounts and transmit to HQ
  • Assist in the preparation of annual activity report and other financial reports
  • Assist in follow-up of queries received from Internal Control department
  • Liaise with local bank
  • Prepare all commitments and payments related to Press and Information budget
  • Prepare payroll for local staff and remit payroll deductions and employer contributions. Prepare yearly summary for local staff income tax filing.
  • Administer benefit packages for local staff as liaison with insurance companies and government authorities.

Procurement:

  • Preparation and coordination of calls for proposals/tender files
  • Publication of tenders
  • Organisation of opening and evaluation procedures
  • Participation in opening and evaluation committees
  • Replies to tenderers
  • Drafting of contracts/addenda etc.
  • Ex-post/Ex-ante publicity  
  • Follow-up of contracts validity

Other:

  • Replace Head of Administration during absences
  • Any other tasks requested by the Head of Administration or Head of Delegation with regard to the Delegation's mandate

 

How to apply:

Please send your application and supporting documents to the following e-mail:

Delegation-Canada-admin@eeas.europa.eu

The package should include a cover letter as well as a detailed CV.

Canadian citizenship or a valid resident and work permit in Canada is mandatory to apply for this position.

 

Selection procedure:
All applications will be thoroughly examined. A shortlist of those candidates having the best mix of skills and experience as per the requirements set out above will be established. The shortlisted candidates will be called for an interview by a panel consisting of three staff members from the Delegation. The panel establishes a list of the best candidates based on the results of these interviews. Selected candidates will subsequently be invited for a second interview with the Head of Delegation (Ambassador) for final evaluation. Only shortlisted candidates will receive a reply.

The Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this procedure to the following e-mail address:

Delegation-Canada-admin@eeas.europa.eu

 

Deadline for applications is Friday 24 March 2023 at 12.00 (noon) local Canadian time

 

Admin Assistant - Job Description 2023

CV standard Local Agent

 

Location
Ottawa
Category
Local Agent
Deadline
How to apply?

Please send your application and supporting documents to the following e-mail:
Delegation-Canada-admin@eeas.europa.eu

The package should include a cover letter as well as a detailed CV.

Canadian citizenship or a valid resident and work permit in Canada is mandatory to apply for this position.