Executive Administrator (indeterminate)/Business Unit Administrator (Acting, term)

Important messages

The NEB is a federal regulatory tribunal that regulates, among other things, the construction, operation and abandonment of pipelines that cross provincial or international borders, international power lines and designated interprovincial power lines, imports of natural gas and exports of crude oil, natural gas liquids, natural gas, refined petroleum products, and electricity, and oil and gas exploration and production activities in certain areas. The NEB is also charged with providing timely, accurate and objective information and advice on energy matters. Headquartered in Calgary, Alberta with Regional Offices in Montréal, and Vancouver, the NEB has a staff of approximately 450 employees and an annual budget of over $70 million.

The National Energy Board is recognized as one of Canada's Top 100 Employers. This is an annual competition that recognizes the country's best places to work by Mediacorp Canada.

Duties

The successful candidate (Administrator) will provide executive administrative services and support to an Executive and/or the Business Unit. The Administrator provides the support necessary to coordinate briefing and submission material and all administrative support functions including managing the Executive’s calendar; arranging travel; coordinating and participating in meetings; drafting correspondence; report preparation; maintaining office records; coordinating budgets, invoices and contracts and participating in staffing processes.

The Administrator:

• Monitors and advises the Executive of the status of outstanding matters under their responsibility, to ensure that appropriate action has been taken;

• Proactively anticipates the needs of the Executive and initiate actions to address the needs including identifying and resolving conflicts in the Executive’s calendar;

• Vets all correspondence and documentation being presented to the Executive for signature to ensure it meets all policy procedures and guidelines;

• Researches and assembles information on various subject areas.

Intent of the process

A pool of candidates may be created. Qualified candidates may be used to staff other similar positions at an equivalent or lower level on a term, indeterminate or acting basis. Appointment of qualified candidates will be based on the assessment results of the essential or essential and asset qualifications and with regard to breadth and depth of experience.

Positions to be filled: 2

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)

Successful completion of secondary school plus 2 years of post-secondary education relevant to the position (such as but not limited to a Diploma in Administration, Accounting, Business, Communications, Engagement, Project Management, etc.), or an acceptable combination of education, training and/or experience.

Degree equivalency

Candidates must respond to the on-line application questions on how they meet each essential experience qualification and any asset qualifications (maximum 250 words for each essential experience and each asset qualification). Failure to provide sufficient information will result in applicants being screened out. This information will also be used to assess OC4 Written Communication.

E1. Recent and significant experience in providing executive administrative service (including calendar management, meeting coordination, minute taking and managing travel arrangements) to a senior Leader/manager.

E2. Recent experience working for a Senior Leader where there was consistent interruption, change and significant need to adapt to multiple shifting priorities.

E3. Recent and significant experience utilizing the Microsoft Suite of applications including Word, Excel, Outlook and Power Point.

E4. Recent experience in providing financial support services such as: creating, coordinating and monitoring a budget, variance tracking and reconciliation expenditures, invoices, and/or contracts.

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

AQ1 Post-secondary Diploma or certificate relevant to the position (such as but not limited Administration, Accounting, Business, Communications, Engagement, Project Management).

AQ2 Experience in the Government of Canada’s policies, procedures, processes and e-tools such as directives on travel, HRG and RDIMS software.

AQ3 Experience in Project Management

AQ4 Experience in supervision

AQ5 Experience in written business Communications

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

Various language requirements
English Essential or Bilingual Imperative (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

Organization-wide and Business Competencies:

OC1 Leadership & Teamwork (Apply):
• Seeks out and accepts stretches and challenges
• Provides frank feedback on performance of others.
• Develops business and professional relationships outside the NEB with a range of parties.

OC2 Accountability and Results Orientation (Apply):
• Sets and meets deadlines and takes personal accountability for results.
• Pro-actively identifies potential problems and vulnerabilities, and considers risks in decision making and action.

OC3 Process & Project Management (Apply):
• Independently organizes, prioritizes and schedules own work activities and, when appropriate, that of others in the group.

OC3 Oral Communication (Apply):
• Seeks to ensure that messages are clearly understood, useful and timely.
• Adapts style, mode and tone based on audience needs and reactions, and the issues being addressed.

OC4 Written Communication (Apply):
• Seeks to ensure that messages are clearly understood, useful and timely.
• Able to draft high-quality Board documents, including internal and external correspondence and presentations that meets desired results and audience needs.

Technical Competencies:

TC1 Business Administration & Client Services (Apply/Guide):
• Adapts and/or develops new internal processes and office practices in order to achieve the desired results required of individual Business Units.
• Recommends changes to existing tools or techniques in order to address current needs and anticipate future needs.
• Conducts research, analyzes findings, determines approach and designs and produces material in an appropriate format;

TC2 Strategic Decision – Making, Action and Resources Management (Learn):
• Anticipates and resolves problems/issues as they arise.
• Makes decisions that establish priorities for work unit.
• Assigns work appropriately and monitors progress to ensure objectives are met.

Competency Level Definitions

Learn is defined as developing a basic knowledge of the competency and ability to apply.
Apply is defined as demonstrating sound understanding of the competency and ability to apply and contribute.
Guide is defined as thorough knowledge and capability of the competency. Able to influence and guide others in its application.
Shape is defined as recognized as an expert. Shapes direction of the NEB with regards to the competency.

Conditions of employment

1) Willingness to undergo, successfully pass and maintain a Reliability Status Check

2) Compliance with the National Energy Board’s Code of Conduct is required.

3) Note: It is strongly recommended that potential applicants read and consider the NEB’s Code of Conduct prior to applying. This document is available on the NEB Website http://www.neb-one.gc.ca/code-of-conduct.

4) Must be willing and able to travel and to work overtime when required.

5) Must be willing to move within and between business units and teams, based on operational requirements and/or as individual development needs are identified.

Other information

1. The National Energy Board has a classification system that differs from the greater public service. This NEB-06 position is similar to an AS-03 in terms of salary range only. The benefits offered, including relocation assistance, may be significantly different than those offered in the greater public service. Position 1 is currently part of the NEB’s Professional Institute of the Public Service of Canada Collective Agreement and is being proposed for exclusion. Position 2 is subject to NEB’s Excluded Terms and Conditions.

2. Application Requirements: Applicants must submit, by the closing date, a resume and cover letter clearly demonstrating how they meet the essential qualifications of education and experience. Applicants are strongly encouraged to demonstrate how they also meet the asset qualifications. Failure to provide sufficient information will result in applicants being screened out.

Candidates must respond to the on-line application questions on how they meet each essential experience qualification and any asset qualifications (maximum 250 words for each essential experience and each asset qualification). Failure to provide sufficient information will result in applicants being screened out. This information will also be used to assess OC4 Written Communication.

PLEASE NOTE: Applicants who apply to this selection process must include in their application a valid e-mail address and make sure this address is functional at all times and accepts messages from unknown users. Our intention is to communicate with applicants by e-mail for assessment purposes including sending invitations for written tests, interviews and issuing selection process results.

3. Assessment: You may be assessed using one or more of the following tools: written examination, oral presentation, interview(s), role play scenarios, reference checks and interactions with internal staff during the process and personal knowledge. Top-down selection may be used during any stage of the selection process.

4. Appointment Requirements: Candidates must meet each essential qualification and the conditions of employment to be appointed to the position. A person may be appointed to the position even though he/she does not meet any or all of the asset qualifications, organizational needs or operational requirements; however, meeting these criteria is desirable and may be a deciding factor in choosing right fit for appointment.

5. Salary: Effective 1 November 2013 NEB-06, $51,751 to $63,108 (under review)
The National Energy Board has the following forms of additional compensation that are separate from base salary, the eligibility for which is determined, in accordance with the provisions in the collective agreement or terms and conditions of employment for the duration period specified:
• a Calgary Allowance in the amount of 4.95% of base salary, paid on a bi-weekly payroll basis
• annual performance pay which includes elements of individual performance (60% of payout) and corporate performance (40% of payout)
• Position 1: The Collective Agreement between the NEB and PIPSC expired on 1 November 2014. Please note that in the absence of a new Collective Agreement, all provisions – including the allowances remain in place until a new agreement has been signed.
• Position 2: The Terms & Conditions of Employment for Excluded Employees expired on 1 November 2014. Please note in the absence of the new Terms & Conditions of Employment, all provisions – including the allowances, remain in place until an update to the Terms & Conditions has been signed.

6. Terms of Employment:

Position 1: This position has been allocated and applies to the bargaining unit represented by the NEB Professional Institute of the Public Service of Canada but is being proposed for Exclusion.
Position 2: This position has been allocated and applies to the NEB Terms and Conditions of Employment for Excluded Employees.

7. Proof of Education: Proof of education is required prior to appointment. If you were educated outside of Canada, you must have your certificates and/or diplomas assessed against Canadian education standards. Please contact the Canadian Information Centre for International Credentials (CICIC) for more information www.cicic.ca.

8. Organization Future Needs: The National Energy Board is committed to having a skilled and diversified workforce representative of the population we serve. In support of our strategy to achieve our employment equity goals, selection may be limited to candidates self-identifying as belonging to one of the following Employment Equity groups: Women, Aboriginal Persons, Visible Minorities and Persons with Disability.

9. Head Office Location – Calgary, AB: 517, 10th Avenue SW

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.