Senior Executive Assistant at High Commission of Canada in Rwanda and Burundi: Deadline: 01 November 2023

High Commission of Canada in Rwanda and Burundi is hiring! Join The Office of the High Commission of Canada in #Kigali as the Senior Executive Assistant; for more information on the position and to apply before 01 November 2023

• managing calendars, directories, mailing lists and inventories
• drafting diplomatic correspondence;
• conducting research and preparing documents;
• tracking and reporting on the budget;
• processing invoices and preparing claims for payment;
• supporting the coordination of high level meetings and events;
• coordinate the travel arrangements for the Ambassador and Program Manager
• maintaining a robust and effective network of contacts in high ranking offices;
• monitoring social media channels and supporting day-to-day management of mission accounts;
• and performing other duties as required.

Language:

• Advanced level in English (both written and spoken)
• Advanced level in French (both written and spoken)
• Advanced level in Kinyarwanda (both written and spoken)
• * Fluency will be assessed by a variety of means which may include a written assessment and an interview.

Experience:

• A minimum of 3 years experience providing executive and/or administrative program support services
• A minimum of 3 years experience prioritizing a varying workload of executive/administrative support tasks such as correspondence triage, preparing written documents and emails, scheduling of resources such as travel and meetings, and completing reports
• A minimum of 2 years experience providing client service to internal or external customers
• Demonstrated experience establishing, maintaining and leveraging an effective network of contacts
  
  
  
  RATED REQUIREMENTS
  The Rated Requirements are part of the essential qualifications and are relating 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:
  • Practical knowledge of social media
  • Knowledge of standard Microsoft Office applications (Word, Excel, Outlook)
  Competencies:
  • Effective interactive communication (oral and written)
  • Adaptability and flexibility
  • Teamwork and collaboration
  • Focus on quality and details
  • Client orientation
  • Excellent planning and organizational skills
  • Initiative and action-orientation
  • Professional integrity

  
  
  
  

  Abilities: 

  • Ability to prioritize and work under pressure
  • Ability to analyze information and problem solve
  • Ability to build relationships and maintain networks

  Asset Qualifications:

  Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

  • Experience working in a diplomatic environment or in an international organisation
  • Knowledge of Canada and Canadian government foreign policy priorities in Rwanda and Burundi
  • Knowledge of Rwandan and Burundian politics, economics, culture, media and/or civil society
  • Knowledge of the Rwandan and Burundian media landscape, including key contacts and influencers
  • Experience producing social media content for public advocacy
  • Experience in organizing visits, including high-level visits
  • Experience in project management, including financial and contract management
  • Experience in the preparation of a variety of documents for management (e.g. briefing notes, speeches, analytical reports)

  
  
  
  

  Operational Requirements:
  • May be required to attend meetings outside of normal working hours.
  • Overtime may be required.
  • Ability to travel within Rwanda, and in exceptional circumstances to Canada or Burundi
  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:
  • Ability to meet the medical requirements as defined by the employer. Successful candidate(s) may be required to undergo a medical evaluation.

  
  
  
  

  How to Apply
  

  • You must submit your application using the “Apply online” function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
  • Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
  • You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
  • Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
  • Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
  • Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-BRLIN@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

  
  
  
  

  Important Notes
  

  • Only applications submitted in one of the official languages of Canada will be accepted (English or French).
  • The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English and French.
  • Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.

  • Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
  • Reference checks may be sought for candidates who succeeded all of the assessments.
  • Please note that The Office of the High Commission of Canada in Kigali does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
  • Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
  • As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
  • 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 contact us at LES-E-Recruitment-BRLIN@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
  • The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at The Office of the High Commission of Canada in Kigali which might arise following the completion of this selection process.
  • For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.

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