Vacancy: Administrative Assistant (Consular)
Come and join our dynamic team at the Embassy of Ireland in Ottawa. If you’re looking for interesting work while being part of a vibrant workplace, this role will give you much sought after experience working inside an international diplomatic mission.
The Embassy of Ireland in Ottawa is responsible for representing and promoting Ireland’s interests in Canada, as well as working to develop bilateral relations between Ireland and Canada. The Embassy is headed by the Ambassador of Ireland, supported by a team of diplomatic staff and a team of locally engaged colleagues.
Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.
Applications are invited for an Administrative Assistant position at the Embassy of Ireland Ottawa.
Interested persons are required to send a letter of application, together with the completed application form and at least two work references, to OttawaEmbassyRecruitment@dfa.ie before 17:00 EST on Monday 14 February 2022. Please identify your email clearly in the subject heading with “application for the post of Administrative Assistant (Consular)”. Late applications will not be accepted.
For the full job description, and more information how to apply, please see below.
The Embassy is seeking to recruit a resourceful, proactive and flexible individual with previous experience in a similar environment to fill the position of Administrative Assistant (Consular) in the Embassy.
Roles and Responsibilities:
The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:
- Responding to public queries received by the Embassy over telephone and email;
- Providing excellent customer service at the Embassy’s public office;
- Taking receipt of and processing visa applications for travel to Ireland, including giving advice on the process to the applicant and liaising with HQ and the Department of Justice on any issues;
- Providing consular assistance to Irish citizens and their families ;
- Assisting in processing emergency travel documents;
- Working on the Embassy’s social media outreach ;
- Providing support to the Consul and undertaking other administrative and consular tasks as required.
- Update the Embassy’s social media accounts Embassy in conjunction with the Deputy Head of Mission and other colleagues
- Perform occasional translation and interpretation work
- Other duties as required from time to time and directed by the Ambassador and Deputy Head of Mission as necessary.
Essential Requirements candidates must be able to demonstrate:
- Candidates must have a bachelor’s/undergraduate degree, preferably in disciplines such as: Psychology, Social Work, Human Resource Management or similar professional experience.
- Candidates must have previous professional experience in a customer facing role;
- The candidate must demonstrate using work based examples of providing excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations;
- The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organizational skills, attention to detail, able to work under pressure and to manage multiple tasks;
- The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
- The candidate must be fully bilingual in English and French; (language test may be included as part of the shortlisting process);
- The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
- All applicants must have a permanent legal right to reside and work in Ottawa.
Desirable Skills and Experience:
- A good understanding of the role of the Department of Foreign Affairs and the Embassy;
- The successful applicant will work alongside other local employees of the Embassy, and will report directly to the diplomatic staff in the Mission. Previous experience in a diplomatic mission is desirable, but not essential.
Terms and conditions of employment:
- The successful candidates will be hired on a fixed-term contractual basis and will be based at 1105 – 130 Albert Street, Ottawa, K1P 5G4.
- Monday to Friday, 37.5 hours per week, with standard office hours from 9am to 5pm
- Annual Leave entitlement 20 days per annum.
- The salary for the position is $41,681.18 per annum, paid locally on a weekly basis. Salaries are paid direct to a bank account, therefore, the successful candidate must have a bank account.
Selection Process:
- Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above.
- It is planned that interviews will be held by video-conference before the end February 2022.
General Data Protection Regulation:
All personal information received will be kept in line with GDPR guidelines.
Security Clearance for Local Staff
Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.
Please note that canvassing will disqualify applicants.
The Embassy of Ottawa is committed to a policy of Equal Opportunity.
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