Vacancy: Administrative Assistant
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 Friday 11 February 2022. Please identify your email clearly in the subject heading with “application for the post of Administrative Assistant”. Late applications will not be accepted.
For the full job description, and more information how to apply, please see below.
Roles and Responsibilities:
The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:
- Responsibility for day-to-day administrative tasks including contract and resource management;
- Managing visa applications including registering, reviewing and providing visas for visa-required applicants travelling to Ireland.
- Front of office duties including dealing with visitors to the Embassy, phone and email enquiries;
- Providing administrative support to diplomatic staff as needed;
- Assisting with the organisation of events, which can range from large-scale meetings, to in-house lunches or high-level visits and meeting with partners;
- Contact database updating and maintenance;
- Management of individual projects, such as procurement etc.
- Contributing as part of the wider Embassy team to administration and other work as required.
- In addition to the above, the Administration Officer may be required to carry out other functions subject to the business needs of the Embassy, including periodic out of hours and weekend cover for the Embassy’s consular duty service.
Essential Requirements candidates must be able to demonstrate:
- Candidates must have a bachelor’s/undergraduate degree.
- Candidates must have previous professional experience in a similar 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 have proven ability to build relationships and maintain a network of contacts across academic, funding agency, industry and public-sector communities;
- The candidate must be fluent in English.
- 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 Canada.
- 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;
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.
- Working knowledge of French.
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 St, 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 of 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 Ireland, Ottawa is committed to a policy of Equal Opportunity.
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