Common Services Assistant

Do you want to be involved in developing political, trade, people-to-people and cultural ties between Canada and Estonia? The Office of the Embassy of Canada in Tallinn is seeking a team player with excellent organizational and communications skills to join our team as an Assistant / Receptionist. Working closely with the Head of Office and Programs Officer from our premises in historic Toompea, you will:

 

• Organize embassy events including receptions, cultural events, and seminars;

• Arrange and schedule meetings for embassy staff;

• Coordinate programmes and logistics for visits from Canada;

• Provide consular services and assistance to Canadian citizens via phone, email and in-person;

• Develop and coordinate content for the embassy’s social media channels;• Draft documents, official correspondence, e-mails and presentations;

• Manage the embassy’s contact management systems including data entry and manipulation;

• Manage the office’s main phone line and inbox;• Undertake other duties as required.

 

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 high school diploma

 

Language:

• Fluency in English (oral and written)

• Fluency in Estonian (oral and written)

 

Experience:

• Experience working in an administrative support capacity with a strong focus on client service.

 

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 office procedures

• Excellent computer skills including MS Outlook, Word, PowerPoint and Excel• Usage of collaboration software and common videoconference technology

Competencies:

• Ability to learn new procedures and software systems

• Ability to set priorities, multi-task and manage time/workload effectively

• Ability to work under pressure according to deadlines

• Interpersonal skills and ability to work in a team

• Effective communication – oral and written

 

Abilities:

• Sound judgement

• Adaptability and flexibility

• Ability to take initiative, be proactive and act independently

• Client focus

• Attention to detail and highly organised

 

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.

• A university degree in a relevant field

• Experience in coordinating travel, events, meetings, and visit programmes.

• Experience working for an international organization/company or diplomatic mission

• Previous experience with the Canadian Government or in a Public Sector environment

• Knowledge of the French language (spoken and written).

• Knowledge of the Russian language (spoken and written)

 

Organizational Needs:

N/A

 

Operational Requirements:

• Ability to work occasional overtime (evenings, weekends if necessary)

• Ability to travel and attend offsite meetings.

• Ability to adapt to changing priorities, sometimes on short notice

 

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.

- Vaccination compliance: All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated against COVID-19 as a condition of employment and to attest that they are fully vaccinated against COVID-19 prior to their starting date unless accommodation measures are granted.

Contract Type: Indeterminate or Term (Full-time) 

Salary: 15,514 EUR per year gross and benefits (as per Terms of Conditions of Employment for Locally-Engaged Staff in Country)

Open to external applicants residing in Estonia, and to employees occupying an indeterminate or term position, who meet all of the essential qualifications, and whose applications are received by the closing date.

The Canadian Government is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. 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.

* Please note that The Office of the Embassy of Canada in Tallinn does not sponsor work authorizations directly or indirectly

How to Apply:

You must submit your application by clicking the "Apply here" function via this link: https://staffing-les.international.gc.ca/en/careers/24-common-services-assistant-talin-71832-en

Only application submitted through VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.

*Note that applicants must create an account in the VidCruiter system before they can apply.

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.

Only applications submitted in one of the official languages of Canada will be accepted (English or French).