Consular Assistant (Embassy of Canada to Vietnam)

Selection Process Nº: 116981-6
Salary: 347,297,580 VND
Contract Type: Indeterminate (Full-time)
Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Vietnam. An eligibility pool may be established to staff future indeterminate or term positions
Job Function: Administrative
Classification: LE - A2
Location: the Embassy of Canada to Vietnam
Number of Vacancies: 1
Closing date for application: 29 March, 2023 at 23:59 UTC/GMT +7:00

Summary of Duties:

Provides administrative support services to the consular and/or passport program and/or citizenship in a mission. This includes administrative functions associated with consular as well as passport and citizenship application reception and processing, administrative assistance to section officers, files and records retention, reception duties specific to serving the Canadian public, collection of passport/consular fees, mail triage and distribution, arranging travel, organizing meetings and logistics, monitoring section budget and liaison with CSDP. Provides general advice and instructions to Canadians in distress on a range of consular services, and the Canadian public on the procedures and documentary requirements for Canadian passports and citizenship, information on inquiring about local conditions.

Area of Selection:

This selection process is open to external applicants legally residing in Vietnam at the time of appointment and to Embassy of Canada in Hanoi and Consulate General of Canada in Ho Chi Minh City employees occupying an indeterminate or term position, including emergency employees. Candidates must be legally authorized to work in Vietnam.

Please note that the Embassy of Canada to Vietnam 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.

Successful completion of a bachelor’s level university degree from a recognized institution or an equivalent combination of education and work experience.

Language:

Excellent communication skills both oral and written in English and Vietnamese.
Ability to communicate in French (oral and written)

Experience:

At least 3 years’ experience in an office environment liaising and working with clients, partners or stakeholders.

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 systems in a network environment, including but not limited to MS Office suite (Excel, Word, Outlook, power point), as well as data entry.
Basic knowledge of accounting procedures
Knowledge of information management practices

Competencies:

Sound judgment and discretion.
Adaptability and flexibility.
Attention to detail/accuracy.

Abilities:

Ability to provide advice to clients and maintain a high level of customer service.
Ability to work collaboratively in a team.
Ability to prioritize workload and multi-task effectively.
Ability to work effectively under pressure.

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. • Experience working in a diplomatic mission. • Successful completion of the Passport training for Foreign Operations course • Experience providing consular services to clients

Operational Requirements:

Working hours are 37.5 hours per week – Monday to Thursday 8:00 to 16:30, Friday 08:00-13:30
Completion of the Passports for Foreign Operations course and written evaluation within two months of hire in order to obtain Passport Canada certification and deliver passport services.
Ability to travel and work under potentially difficult conditions.
Ability to work overtime, including evenings, weekends and holidays, as required.

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:

Only Vietnamese citizens, permanent residents or those holding a valid visa permitting them to work indefinitely in Vietnam will be eligible to apply. The Embassy of Canada is unable to provide employment sponsorship.
Able to obtain and retain a Government of Canada Reliability Status, which includes an Vietnamese police check, credit check, and validation of qualifications. The Reliability Status must be maintained throughout the employment period.

How to Apply

You must submit your application using the "Apply online" function. 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-MANIL@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.