Administrative Assistant - Embassy of Ireland, Canada

This position has now been filled.

The Embassy of Ireland, Ottawa is currently recruiting for the post of Administrative Assistant, commencing in June 2016. A probation period of one year will apply. This post carries no entitlement to civil servant status.

Salary per year: $43,515 CAD

Those wishing to apply should do so, together with the completed application form and at least two work references, to Elizabeth[dot]Keogh[at]dfa.ie by 6pm on 3 June 2016.

By submitting information electronically, parties accept that data may not be fully secure. Parties may alternatively send their submissions by post to:

Elizabeth Keogh, Embassy of Ireland, 130 Albert Street, Suite 1105, Ottawa, ON K1P 5G4, Canada

Any personal information submitted to us will only be used for its intended purposes and will be destroyed when no longer needed. Any other processing or disclosure of personal data is not allowed other than in the exceptional circumstances provided for under the Data Protection Acts.

Summary of duties:

As a member of a small team, the Administrative Assistant will be responsible for a range of tasks, including:

• Day-to-day administrative duties and preparation of the Embassy budgets and monthly accounts.
• Ensuring monthly accounts are completed and balanced promptly.
• Ensuring monthly accounts are prepared for approval by Head of Mission and returned to Headquarters within agreed timeframes.
• Dealing with enquiries from Headquarters in a timely manner.
• Maintaining Embassy Inventories and Asset Register.
• Ensuring value for money.
• Records management.
• Assisting in managing office supplies and accommodation, in line with Irish Public Procurement procedures and any other requirements (including sourcing contractors and supplies, getting quotes, overseeing any necessary works).
• Liaising with local Financial Authorities and Customs Authorities re taxation matters.

Other Tasks

• Assisting in the planning and organization of Embassy events and initiatives, for example, bilateral cultural initiatives and promotional events.
• Front of office duties to include dealing with visitors to the office and dealing with calls by telephone and email queries.
• Welcoming visitors to the office, as required.
• Provision of information on Ireland, including Irish consular services and emergency assistance to Irish citizens (training will be provided – may require some evening and weekend work);
• Other tasks from time to time as assigned by Head of Mission or other Diplomatic officers at the Mission.

Qualifications required:

• Fluent English, oral and written
• An aptitude for numerical work, preferably with accounting experience
• Second level qualification
• Proficiency in computer programmes (word, excel, internet, databases)

The Administrative Assistant is a wide-ranging and often fast-paced post that requires skills including organisational and project management, attention to detail, and strong customer service.

Competencies include:

• Aptitude and ability to work collaboratively and flexibly in a small team
• Organisational skills; ability to prioritise
• Ability to work independently, with limited supervision
• Efficient and results-orientated approach
• Ability to work to deadlines
• Attention to detail
• Ability to take direction and advice and act on it.

Conditions of employment:

• Health Certificate
• Required security clearances
• Anybody employed at the Embassy of Ireland in Ottawa is required to be legally resident and have permission to work in Canada.