Job Description

The European Union Delegation to Canada is looking for: Secretary

We are

The European Union (EU) is an economic and political partnership between 28 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organisations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

We offer

We offer a post of Secretary. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Under this job function the successful candidate will serve as support staff to and under the supervision and responsibility of the Head of Administration.

Place of employment; 150 Metcalfe Street, Ottawa, ON, Canada

Working hours; 37,5 hours/week

Starting basic salary; 4,234.00 CAD/month gross (group 3) - pay is remunerated by years of relevant experience.

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance are offered to employees and their families under certain conditions.

We look for

Education - Completed High School degree

Knowledge - Logistics, filing, payments, driver’s management, procurement. Knowledge of EU procedures is an advantage.

Excellent knowledge of computer tools, spreadsheets, MS Office applications and Internet.

Languages - Excellent command of English. Knowledge of French.

Minimum working experience

At least three years of relevant experience. Previous experience in EU institution or Embassies an advantage.

Personal skills

Able to work with limited supervision; High degree of responsibility and discretion, Self-starter; Motivated; Good capacity to focus on priorities and to organise work; Good capacity to communicate clearly (both oral and written), Committed to assure quality, speed and accuracy; Detail oriented; Respect of deadlines; Able to deal with stressful situations and respond quickly to new demands; Team player; Capacity to work in a multicultural environment

Job description

Budget;

· Acts as operational initiating agent in our financial database, verifying that invoices received are in conformity with purchase order and that the goods and/or services have been received satisfactorily

· Manage encoding of Legal Entity Form and Bank Account Form for vendors in our data base

· Support Accountant for mid-term review, end-of year-closure and budget needs

· Processing quarterly HST Remittance

Procurement;

· Assist in the preparation of calls for tenders in accordance with the Financial Regulation

· Assist the Head of Administration in the definition of Terms of Reference, technical specifications and guidelines for public procurement contracts

· Track contract renewals and expiration's

Logistics:

· Contact and coordinate outside suppliers, contractors and service providers for the offices; preparation of authorizations of expenditure for the signature of the Ambassador

· Focal point for office maintenance and facilities management

· Manage our inventory data base for purchase orders as initiating officer and manage physical inventory for offices and officials' accommodation.

· Purchase various types of office supplies, stationary, maintenance items, meeting supplies, etc…

· Manage the Delegation driver fleet

· Manage the distribution of mail from our Functional Mailbox

Other:

· Any other administrative task requested by the Head of Delegation and/or Head of Delegation and/or Head of Administration

How to apply

Please send your application and supporting documents to the following e-mail:

Delegation-Canada-admin@eeas.europa.eu.

The package should include a cover letter as well as a detailed CV and submit an EU standard CV - which can be found on our website.

Canadian citizenship or a valid resident and work permit in Canada is mandatory to apply for this position.

Selection procedure:

All applications will be thoroughly examined. A shortlist of those candidates having the best mix of skills and experience as per the requirements set out above will be established. The shortlisted candidates will be called for an interview by a panel consisting of three staff members from the Delegation. The panel establishes a list of the best candidates based on the results of these interviews. Selected candidates will subsequently be invited for a second interview with the Head of Delegation (ambassador) for final evaluation. Only shortlisted candidates will receive a reply.

The Delegation will not supply additional information or discuss the selection procedure by telephone.

JOB PROFILE

JOB FRAMEWORK

Job Title : Secretary to Administrative Section

Job location : Ottawa – European Union Delegation

Group: LA/III - ADMIN. SECTION

Post N° 157814

Situation: Vacant

JOB CONTENT

Overall purpose :

Under the direct supervision of the Head of Administration and in coordination with the Admin Assistant, s/he will assist in the administrative, financial and logistical management of the Delegation.

Functions and Duties:

· Assist the Head of Administration in the definition of Terms of Reference, technical specifications and guidelines for public procurement contracts, track contract renewals and expiries; Assist in the preparation of calls for tenders in

accordance with the Financial Regulation

· Contact and coordinate outside suppliers, contractors and service providers for the offices; preparation of authorizations of expenditure for the signature of the AOSD;

· acts as operational initiating agent in ABAC Workflow, verifying that invoices received are in conformity with purchase order and that the goods and/or services have been received satisfactorily

· Focal point of contact for office maintenance and facilities management

· Manage ABAC ASSETS data base for purchase orders as initiating officer per the pre-defined financial circuit and manage physical inventory for offices and officials' accommodation.

· Filing payments & Manage ARES Filing registries

· Purchase various types of office supplies; stationary, maintenance items, meeting supplies etc.

· Manage IMMOGEST – database for leased accommodations for Officials

· Manage encoding of LEF/BAF in ABAC data base

· Manage logistics for IT equipment, liaison with Regional IT Office and local IT supplier and staff, manage telecommunication & Internet services and products

· Manage the Delegation driver fleet

· Manage the distribution of mail from the Functional Mailbox

· Support Accountant for mid-term review, end-of year-closure and budget needs on operational

· Processing quarterly HST Remittance

· Assist the Head of Administration in the annual Training Map coordination and First Aid Training & local recruitment

· Any other administrative task requested by the Head of Delegation and/or Head of Delegation and/or Head of Administration

JOB REQUIREMENTS

EDUCATION & TRAINING

· Completed high school degree;

KNOWLEDGE & EXPERIENCE

· At least 3 years of relevant experience

· Good knowledge of procurement and accountancy

· Working for an international organization would be an asset.

SKILLS

Linguistic skills

• Excellent command of English
• Knowledge of French and/or other EU languages would be an advantage.

Technical knowledge

• Knowledge of ABAC environment
• Excellent knowledge of computer tools, spreadsheets, MS Office applications and Internet use;

Communication skills

• Capacity to communicate clearly.
• Able to report concisely

Interpersonal skills

• Demonstrated ability to act with only limited supervision.
• Good capacity to focus on priorities and to organise work to deliver on time;
• Good capacity to work in a multicultural environment and team

PERSONAL QUALITIES

• Flexibility to work under pressure and to respond quickly to new demands
• Commitment to assure quality, speed and accuracy in performing technical and procedural duties
• High degree of responsibility and discretion
• Self motivated

Job Types: Full-time, Permanent

Salary: From $4,234.00 per month

Benefits:

• Company pension
• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Ottawa, ON K2P 1P1: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (required)

Experience:

• Administrative: 3 years (required)
• Procurement: 1 year (preferred)

Language:

• Fluent English (required)

Shift availability:

• Day Shift (required)

Work Location: In person

Application deadline: 2023-05-29
Expected start date: 2023-06-15

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