Senior Administrative Assistant to the Ambassador at Embassy of Canada in Ethiopia

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Senior Administrative Assistant to the Ambassador

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Employer: Embassy of Canada in Ethiopia

Employment: Full-Time | Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Salary: 1,050,057 ETB

Posted date: 10 months ago

Deadline: Submission date is over

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Summary of Duties:

This role will provide executive administrative support services to the Ambassador responsible for bilateral relations with Ethiopia, Djibouti, and other countries in the region, as well as general support services to the Embassy. The Senior Administrative Assistant to the Ambassador will work in close coordination with the Ambassador’s Canadian Executive Assistant and other members of the Ambassador’s team. Duties will include:

• Maintaining a robust and effective network of contacts, with senior officers in both government and non-government institutions, across multiple countries of responsibility
• Managing calendars, directories, mailing lists and inventories drafting diplomatic correspondence
• Supporting the coordination of high-level meetings and events, including at the Official Residence of the Ambassador
• Coordinating incoming visitors and meetings with the Ambassador
• Coordinating daily logistics as well as out-of-town travel arrangements for the Ambassador and any accompanying Embassy staff
• Ensuring effective liaison with the administrative team of the Canadian Ambassador to the African Union and other sections of the Embassy
• Conducting research, preparing documents, and translation support tracking and reporting on the budget
• Processing invoices and preparing claims for payment and performing other duties as required

Area of Selection:

This position is open to all candidates who have the right to reside and work in Ethiopia, who meet all the essential requirements stated, and whose applications are received by the closing date.

Please note that the Embassy of Canada to Ethiopia does not sponsor work authorizations directly or indirectly.

The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered based on merit. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

ESSENTIAL QUALIFICATIONS

• Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.
• Candidates must demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process.

Education:

• Candidates will be required to provide proof of the completion of their education.
• A bachelor’s degree from a recognized post-secondary institution, OR a completed High School Diploma and a minimum of seven (7) years of relevant work experience in the areas listed under the experience criteria below.

Language:

• Advanced level in English, both written and spoken
• Advanced level in Amharic, both written and spoken

Experience:

• Applicants must have at least two (2) years of experience in each of the following areas:
• Experience in a professional office environment, including roles such as program coordination, customer service, or administration within a corporate organization, foreign mission, government office, or international organization
• Experience in client-facing roles, providing advice and services through various channels (in person, by telephone, and electronic messaging) 
• Experience with information management systems, databases, and maintaining accurate records and filing systems

RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are related to knowledge, abilities, and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live, or in-person), role-play, practical tests, presentations, and/or psychometric assessment.

Knowledge:

• Knowledge of information technologies such as Microsoft Office (MS Word, MS Excel, MS PowerPoint, MS Outlook)
• Knowledge of standard office practices and procedures

Competencies:

• Thinking things through
• Demonstrating Integrity and Respect
• Focus on quality and details
• Teamwork and Cooperation
• Client focus
• Adaptability and flexibility
• Showing initiative and being solution-oriented

Abilities:

• Ability to organize workload, manage multiple demands, and meet deadlines and priorities in a high-paced work environment
• Ability to research, analyze, and evaluate information effectively
• Ability to effectively communicate in both writing (e.g. strong writing, presentation, and reporting skills) and orally
• Ability to work under pressure and independently

Asset Qualifications:

• Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must demonstrate how they meet any asset qualifications.
• Fluency in French, both written and spoken
• Experience working as an executive assistant
• A minimum experience of 3 years working in a diplomatic mission or in an international or non-governmental organization

Operational Requirements:

• Working hours: 37.5 hours per week, Monday to Friday (37.5 hours per week)
• May be required to work overtime
• May be required to work outside normal working hours (i.e. evenings and weekends)

Conditions of Employment:

Conditions of employment must be met or complied with before being appointed to a particular position, and are to be maintained throughout the employment while being the incumbent of this position.

• Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.
• Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada covering the entire employment period.
• Other conditions of employment: Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region, or country so that if selected, it will appear on the offer letter

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