Various Administrative Positions - AS-01 / AS-02

Important messages

This process includes four (4) streams in order to create pools for various administrative positions within our organization. You will be asked to indicate which stream(s) you wish to apply for when completing the application. Please note that some merit criteria are specific to certain stream(s).

STREAM 1 - AS-01 - Various administrative position*

STREAM 2 - AS-02 - Various administrative position*

STREAM 3 - AS-01 - Foreign Service Executive Administrative Assistant (FSEAA)**

STREAM 4 - AS-02 - Foreign Service Executive Administrative Assistant (FSEAA)**

*Various positions include, but not limited to, Program Assistant, Administrative Assistant, Coordinator and Administrative Services Officer.

**Rotational Positions : See the Conditions of employment for additional information.

Please note that a qualified candidate may be offered a position even though he/she does not meet any or all of the asset qualifications. However, asset criteria are desirable and may be invoked at any point of the staffing process by the hiring manager, including for being a deciding factor in choosing the right fit candidate.

Work environment

Global Affairs Canada provides opportunities for a career that is global in scale, offering a wealth of international perspectives that increase professional skills and expand cultural perceptions. A career in certain positions with us means contributing to Canada’s place in the world. Whether you are working at headquarters or abroad, a career with Global Affairs Canada is a career without borders.

Intent of the process

Our organization currently has a variety of needs for administrative positions and the pools of fully or partially qualified candidates that will be created can be used to staff future temporary and indeterminate vacancies and staff positions that are identical or similar at the AS-01 and AS-02 group and level within Global Affairs Canada. The duration and linguistic profiles could vary depending on the positions to be filled.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

ALL STREAMS
Secondary school diploma

OR

An acceptable combination of education, training or experience

OR

Successful completion of the General Intelligence Test - 320 (GIT-320) from the Public Service Commission.

Degree equivalency

STREAM 1 and 3 (AS-01)
Experience in providing administrative or operational support services.*

STREAM 2 and 4 (AS-02)
Significant** experience in providing administrative or operational support services.*

*Administrative support services may include the performance of tasks such as managing the daily agenda of manager, planning or coordinating meetings, preparing documents or reviewing for accuracy, coordinating incoming and outgoing correspondence, filing, writing minutes of meetings, preparing spreadsheets and collating data, etc.
Operational support services may include the performance of tasks such as preparing forms, data entry, preparing and reviewing reports or other documents, filing, and drafting correspondence in operational environments such as registrar service, finance, administration, security, human resources, case management, or other areas.

**Significant experience refers to the depth and breadth of experience normally acquired over an approximate period of at least two (2) years full-time.

If you possess any of the following, your application must also clearly explain how you meet it (other qualifications)

ALL STREAMS
A college or vocational diploma obtained from a recognized institution in one of the following specializations: office administration, business administration, finance/accounting or other field related to the position.

Degree equivalency

The following will be applied / assessed at a later date (essential for the job)

Various language requirements
ALL STREAMS
Bilingual - Imperative (CBC/CBC), (BBB/BBB)

Information on language requirements

Second Language Writing Skills Self-Assessment
In order to help you decide if you should apply to a bilingual position, an optional self-assessment of your writing skills in your second official language is available for you to take before completing your application.

For more information, please consult:
Unsupervised Internet Test of Second Language Writing Skills

STREAM 4 only
• Knowledge of sections 32, 33 and 34 of the Financial Administration Act.

ALL STREAMS
• Ability to communicate effectively orally.
• Ability to communicate effectively in writing.*
• Ability to Transmit Information

*Please note that the information included in your application may be used to assess the ability to communicate effectively in writing. *

STREAM 3 and 4
• Intercultural Proficiency

STREAM 4 only
• Networking and alliance building

ALL STREAMS
• Integrity
• Judgment
• Detail-Orientation
• Being Organized
• Action Orientation
• Interpersonal relations and respect
• Client focus

The following may be applied / assessed at a later date (may be needed for the job)

ASSET QUALIFICATIONS (For selection purposes, some of the following criteria may be assessed at a later stage if they are required for some positions to be filled.)

ALL STREAMS

• Experience in manipulating tables and reports in Excel;
• Experience with financial and administrative software such as SAP, Business Intelligence, Business Warehouse, Salary Forecast Tool or Visio;
• Experience auditing, reconciling and identifying anomalies in financial systems and documents;
• Experience in managing budget of an Executive* or a work unit, including preparing travel claims (using HRG, SFA/SAP);
• Experience in working with a financial system (processing payment, making commitments, managing data, auditing, reconciling, identifying anomalies);
• Experience in maintaining and reporting on up-to-date financial data (prepare budget tracking document);
• Experience in interpreting and applying financial policies and procedures and make recommendations;
• Experience in interpreting and applying travel or contract management policies and procedures and make recommendations;
• Experience in planning and organizing travel arrangement and making travel claims for senior executives*;
• Experience in working with senior executives*, liaising with ministerial staff;
• Experience in working in a Canadian diplomatic mission abroad.

* Executives is defined by Director level and above

STREAM 1, 2 and 3
• Knowledge of sections 32, 33 and 34 of the Financial Administration Act.

ALL STREAMS
• Knowledge of the Treasury Board Secretariat guideline on Travel, Hospitality, Conference and Event Expenditures.

Selection may be limited to members of the following Employment Equity groups: Aboriginal persons, persons with disabilities, visible minorities, women

Information on employment equity

STREAM 1 and 2
The following operational requirements could be requested depending on the positions to be filled:

• Must be flexible with respect to hours of work.
• Must be willing and able to work overtime.
• Must be willing and able to work 7.5 hours between 8 a.m. to 6 p.m.

STREAM 3 and 4

• Willingness and ability to travel on short notice including internationally and to travel to difficult and challenging environments.
• Willingness and ability to work overtime

Conditions of employment

Secret security clearance - ALL STREAMS

STREAM 1 and 2
The following conditions of employment could be applied depending on the positions to be filled:
• Must be willing and able to work overtime.
• Must be willing and able to work 7.5 hours between the hours of 8 a.m. to 6 p.m.

STREAM 3 and 4
• Rotationality. (Rotationality is the requirement for an employee to serve at any location in Canada or abroad, as determined by the Department.)
• Top Secret security clearance is required for Assignment Abroad (Secret for initial appointment in Ottawa)

Other information

ONLY ONLINE APPLICATIONS WILL BE ACCEPTED.

A random and/or top down selection of candidates may be used in the determination of those to be given further consideration in the assessment process.

Qualified candidates will be asked to provide proof of their education credentials (original documents). Candidates with foreign credentials must provide proof of Canadian equivalency.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.