INVENTORY AS-01/CR-05 - Administrative Assistant and Other Clerical Positions

Important messages

✋ WHAT IS AN INVENTORY? ✋

When you apply to an inventory you are submitting only one job application for the opportunity to be considered for various positions across Immigration, Refugees, and Citizenship Canada (IRCC). You are not applying for one specific position, but to an inventory of applicants to be considered for current and future vacancies. As positions become available, applicants who meet the criteria selected for assessment will be assessed further. The criteria selected for assessment will be based on the needs of the position/positions to be staffed.

Your application is not set in stone. One of the perks of applying to an inventory is that you are able to retrieve and update your application and re-submit at any time. Your application will remain in the inventory for consideration for the entire duration that the inventory process remains open. Note that the closing date may change at any time based on departmental needs.

To avoid situations of conflict of interest and conflict of duties with the goal of upholding the values and ethics of the public sector and the public interest, applicants providing immigration consulting services (both registered and unregistered, paid and/or unpaid), would be required to recuse themselves from these duties for the duration of their employment, should they be appointed to a position within Immigration, Refugees and Citizenship Canada (IRCC). Moreover, prospective appointees who are Regulated Canadian Immigration Consultants (RCICs) would be required to resign from Immigration Consultants of Canada Regulatory Council (ICCRC). Of note, a “leave of absence” from the Regulatory Council does not meet IRCC’s requirement in the matter.

Work environment

Immigration, Refugees and Citizenship Canada facilitates the arrival of immigrants, provides protection to refugees, and offers programming to help newcomers settle in Canada. Our programs help meet our country’s needs. Our work helps Canada become more economically, socially, and culturally prosperous. Why work with us? We’re a department focused on people. Every day our work affects lives across the world. We collaborate with Canadian citizens, sponsors, employers, and educators to help welcome hundreds of thousands of newcomers each year.

Our strength is the diversity of our people and the ideas they generate. Our core values include treating all people with respect, dignity and fairness, with engagement and inclusion being the building blocks of a healthy workplace. You have the opportunity to build a career in the public service by tapping into networks, on-the-job training, mentoring programs, job mobility, and other career development tools. We support life-long learning and we even have our own Canada School of Public Service to help you develop throughout your career.

Intent of the process

This inventory will be used to establish pools of partially or fully qualified candidates which may be used to staff (immediate or anticipatory) positions at an identical or equivalent group and level with various linguistic profiles, various security profiles, various tenures, using various staffing activities across Canada within Immigration, Refugees & Citizenship Canada.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

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

❃ ESSENTIAL EDUCATION ❃

ED1. A secondary school diploma OR the employer-approved alternative*.

* The employer approved alternative is an acceptable combination of education and experience defined as follows:
•Education: successful completion of two years of secondary school;
AND
•Experience: two years of experience working in a field relevant to the position(s).

Degree equivalency

❃ ESSENTIAL EXPERIENCES ❃

EX1. At least four (4) months cumulative experience performing general administrative or clerical duties in an office environment.
EX2. Experience entering, modifying, verifying and/or retrieving data from an automated system or software.

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

⚠EASY✌✌✌THE FOLLOWING ASSET QUALIFICATIONS IN THE APPLICATION ARE LIMITED TO ‘YES’ OR ‘NO’ RESPONSES✌✌✌EASY⚠

Other qualifications may be a deciding factor in choosing the person to be appointed. Depending on the requirements of the position to be staffed, it is possible that one or more of the following asset qualifications may be deemed an essential qualifications. In this case, only candidates, veterans and persons with a priority entitlement who possess that specific asset qualifications in addition to the stated essential qualifications will be considered.

Please note that you may be required to provide further information at a later date in order to assess any one or more of the assets selected by the hiring manager that will be relevant to the position being staffed.

✾ ASSET EDUCATION ✾

AED1. A certificate or diploma from a recognized post-secondary institution in office administration, business administration, or in any other field relevant to the work to be performed.

Degree equivalency

✾ ASSET EXPERIENCES ✾

AEX1. Experience providing logistical support for meetings such as scheduling, planning and/or coordination.
AEX2. Experience providing support services in Human Resources.
AEX3. Experience working with PeopleSoft, version 8.9 or higher, in the Workforce Administration module.
AEX4. Experience working as a Human Resources Assistant in the Federal Public Service.
AEX5. Experience responding to clients’ urgent requests for service or action in a fast-paced work environment.
AEX6. Experience providing support services in Finance.
AEX7. Experience using an integrated financial system* such as SAP or Oracle.
*An integrated financial system is an application that manages spending, payment processing, budgeting and reporting. This type of software envelopes various financial management functions into one software.
AEX8. Experience working in an office environment within the Federal Government.
AEX9. Experience interpreting and applying the National Joint Council Travel or Relocation directives.
AEX10. Experience interpreting and applying Sections 32, 33 and 34 of the Financial Administration Act.
AEX11. Experience providing administrative support to a Director (or above) in the Public Service, such as managing a Director's calendar, drafting and assembling correspondence, coordinating Access to Information and Privacy (ATIP) requests, etc.
AEX12. Experience organizing travel or hospitality arrangements and processing travel claims using the federal government traveling system.
AEX13. Experience working in the Global Case Management System (GCMS).
AEX14. Experience in using Microsoft Outlook.

✾ ASSET COMPETENCIES ✾

ABC1. Initiative
ABC2. Client Service Orientation
ABC3. Effective Interactive Communication (oral)

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

Various language requirements
English Essential
French Essential
English or French Essential
Bilingual - Imperative (BBB/BBB, BBC/BBC, CBC/CBC, CCC/CCC)

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

❃ ESSENTIAL COMPETENCIES ❃

BC1. Focus on Quality and Details
BC2. Judgment and Analytical Thinking
BC3. Adaptability and Flexibility
BC4. Values and Ethics
BC5. Effective Interactive Communication (written)

❃ ESSENTIAL ABILITIES ❃

AB1. Ability to use Microsoft Word.
AB2. Ability to use Microsoft Excel.
AB3. Ability to manage priorities and organize workload.

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

ORGANISATIONAL NEEDS

IRCC is committed to having a Diverse and Inclusive workforce. As such, Preference may be given to under-represented Employment Equity Groups :
• Indigenous Peoples*
• Persons with disabilities, and
• Racialized persons**
• Women
*referred as Aboriginal peoples in Employment Equity Act
** referred as Members of Visible minorities in Employment Equity Act
Link: https://www.laws-lois.justice.gc.ca/eng/acts/e-5.401/page-1.html

OPERATIONAL REQUIREMENT

Some positions may require this operational requirement:

OR1. Availability, willingness and ability to work overtime, as required, including evenings, nights and weekends.

Other operational requirements may apply, depending on the position being staffed.

Conditions of employment

•All employees of the core public administration are required to be fully vaccinated against COVID-19 and attest to their vaccination status unless accommodated based on a medical contraindication, religion, or another prohibited ground for discrimination as defined under the Canadian Human Rights Act.

Various security and reliability level depending on the position position being staffed:
•Reliability Status security clearance
•Secret security clearance

Some positions may also require one or more of these conditions of employment:

COE1. Ability to lift and move boxes with a maximum weight of 12.5 kilograms.
COE2. Availability, willingness and ability to do shift work, which includes shifts on weekends and at night: evening shift from 4:00PM to 12:00AM / Night shift from 12:00AM to 8:00AM. Schedule from Tuesday to Saturday / from Sunday to Thursday.
COE3. Possess and maintain a valid unrestricted driver's license or the mobility normally associated with the possession of a valid driver's license.

Other conditions of employment may apply, depending on the position being staffed.

Other information

At IRCC we believe that our diversity is our strength!
Through our staffing processes we are taking clear action to build a skilled and diverse workforce that reflects the diverse perspectives of Canada’s population that we serve.

If you identify as Indigenous*, Racialized**, Person with a Disability or a Woman please let us know by filling out the self-declaration section in your application.
*referred as Aboriginal peoples in Employment Equity Act
** referred as Members of Visible minorities in Employment Equity Act
Link : https://www.laws-lois.justice.gc.ca/eng/acts/e-5.401/page-1.html

More Information on employment equity can be found here: https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/employment-equity.html

Immigration, Refugees and Citizenship Canada is committed to having a skilled and diversified workforce representative of the population it serves. 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 Employment Equity groups.

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please use the Contact information below to request specialized accommodation. All information received in relation to accommodation will be kept confidential.

The selection decision(s) may be based on one or more of the following criteria:
• Matching of the individual's experience or qualifications to the strengths and weaknesses of the work team.
• Matching of the individual's experience or qualifications to the specific duties of the position being staffed.
• Depth, breadth, type of work-specific experience.
• Level/degree of one or more competencies/qualifications.

Please note that candidates' overall conduct and communications, including e-mail correspondence, throughout the entire process may be used in the assessment of qualifications.

Random selection may be used to identify which applicants will be assessed from this inventory.

⯑⯑⯑FREQUENTLY ASKED QUESTIONS⯑⯑⯑

1. Some advertisements state that random selection may be used to identify which applicants will be assessed during the appointment process. What is random selection?

Random selection is a strategy that is sometimes used to manage applicant volume. It identifies a sub-sample of applicants by applying the element of chance at some point during the appointment process, using criteria identified by the hiring organization.

2. How is this sub-sample of applicants determined?

To determine the sub-sample of applicants, the hiring organization identifies the following:
- criteria that candidates must meet; and
- the number of candidates to be selected.

With the assistance of an electronic system that contains information on all applicants, candidates who meet these criteria are identified and the sub-sample is randomly selected from that group. The Public Service Resourcing System - the electronic system used to advertise job opportunities within the Public Service of Canada, and receive and select applications - performs the random selection function.

Preference

Preference will be given to veterans and to Canadian citizens, in that order, with the exception of a job located in Nunavut, where Nunavut Inuit will be appointed first.

Information on the preference to veterans

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