Conference Administrative Officer - ANTICIPATORY

Important messages

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.

Assessment accommodation

Duties

Looking for a new challenge where you can combine event planning while serving First Ministers, Ministers and Deputy Ministers from all federal, provincial and territorial governments?

The Conference Administrative Officer is a key member of the conference planning team and is responsible for providing administrative, logistical and technical support services to videoconferences and in-person conferences. This includes providing information management services for conferences (the coordination, dissemination, storage and retrieval of all conference related documentation) to coordinate the delegate and media registration process prior to and at conference sites and to coordinate and perform administrative activities in support of the conference communiqué drafting process.

WORKING SITUATION:

We serve in-person events across Canada as well as videoconferences. Employees are assigned to approximately 12-16 in-person events per year.

Our office uses a hybrid work model which requires employees to work from the office two or three days per week.

Work environment

CICS is an impartial agency whose mandate is to provide administrative support and planning services for Federal-Provincial-Territorial and Provincial-Territorial conferences between First Ministers, Ministers and Deputy Ministers, throughout Canada.

Our team consists of federal government personnel as well as some employees seconded from provincial and territorial governments.

We thrive on helping governments by delivering impartial and professional conference services, with innovative solutions.

Life at CICS:
• We are a Micro-Agency of approximately 30 employees. Workplace culture is centered on TEAMWORK and CLIENT SERVICE. Everyone helps each other out, at the office and on conference sites, to provide the best possible service to clients. We are a completely mobile workforce.

What we look for:
• Dynamic, professional and engaged people!
• Innovative and creative people who think outside the box!
• Meticulous people!

To learn more about CICS, visit our website: http://www.scics.ca

Intent of the process

ANTICIPATORY STAFFING:
A pool of partially or fully qualified candidates will be established through this process to staff identical or similar positions, as they come available, within the Canadian Intergovernmental Conference Secretariat. These positions may be staffed on an indeterminate (appointment or deployment) or temporary basis (term, acting, assignment or secondment).

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

Contact information for 3 references.

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

EDUCATION:
A secondary school diploma or an acceptable combination of education, training and/or experience.

Degree equivalency

EXPERIENCE:
E1 - Experience providing administrative and logistical support to conferences or meetings.
E2 - Experience providing administrative services to senior officials*.
E3 - Experience providing client services.

*Senior officials is defined as being at the director level (or equivalent) or higher (Vice-president, President, etc.).

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

Various language requirements
Bilingual Imperative: BBB/BBB or CBC/CBC

Information on language requirements

KNOWLEDGE:
K1 - Knowledge of records management.
K2 - Knowledge of Microsoft Office Suite.

COMPETENCIES:
C1 - Oral Communication
C2 - Written Communication*
C3 - Planning & Organizing
C4 - Working under pressure
C5 - Judgement
C6 - Adaptability
C7 - Autonomy
C8 - Attention to detail

* Please note that your application and answers to the screening questions may be used to assess the written communication competency (C2).

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

ASSET QUALIFICATIONS:

EDUCATION:
AED1 - Certificate or diploma in event management.

Degree equivalency

EXPERIENCE:
AE1 - Experience planning and attending intergovernmental conferences.
AE2 - Experience in information management.

KNOWLEDGE:
AK1 - Knowledge of the National Joint Council Travel Directive and travel procedures.

ORGANIZATIONAL NEEDS:
In order to meet the organization's employment equity objectives in support of a diversified workforce, candidates who self-declare as being members of one of the four employment equity groups may be considered first for appointment.

OPERATIONAL REQUIREMENTS:
Willingness and ability to travel and to work overtime on short notice.
*There may be an average of 12 to 16 travels in the year for a period of 4 to 5 days each.

Conditions of employment

Secret security clearance

1 - Willingness and ability to travel on a regular basis across Canada to conference sites, including weekends.
*Travel involves approximately 12-16 trips per year. Trips typically involve five days, four nights away (including travel days) but can be one day less or more depending on the event being served.
2 - Willingness and ability to work irregular hours and frequent overtime in temporary offices while on conference sites.
*The majority of overtime hours are accumulated while travelling and working at in-person events.
3 - Have access to a reliable Internet connection at home and maintain it.

Other information

The Public Service of Canada is committed to building a skilled and diverse workforce that reflects the Canadians we serve. We promote employment equity and encourage you to indicate if you belong to one of the designated groups when you apply.

Information on employment equity

If you do not fully complete the screening questions as instructed, you will be screened out.

All communication relating to this process may be used in the assessment of other qualifications.

Candidates must meet the essential qualifications to be appointed to a position. Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.

Various methods of assessment may be used (i.e.: written examination, interview, reference check, presentation, role play, performance evaluations, etc.)

Recent and past performance evaluations may be used as part of the assessment. Accordingly, you may be required to submit a copy of your last two (2) Performance Ratings/Evaluations as part of this selection process.

Contact information for three (3) references will be required: current supervisor and two (2) past supervisors (name, telephone number and valid email address).

Indeterminate employees at the same group and level or equivalent may be considered first for deployment. If no deployment is made, applicants from other groups and levels will be considered in the advertised appointment process.

An assignment/secondment or an acting appointment is a temporary resourcing option. The approval of your substantive supervisor will be required before an offer can be made.

Communication for this process will be sent via email. It is the candidate’s responsibility 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).

Preference

Preference will be given to veterans first and then to Canadian citizens and permanent residents, 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.