The Canadian High Commission in Tanzanian is recruiting an Administrative Assistant
Dear Candidate,
Thank you for your interest in the Administrative Assistant 2-year term position at the Canadian High Commission in Dar es Salaam.
We seek a dynamic and highly organized individual to join our mission management team. This is a key position and the successful candidate will have experience in international organizations or diplomatic missions, strong client service skills and as well as demonstrated attention to details, superior communication skills, and a willingness and ability to work as a part of a team.
For complete details, please refer to the Statement of Qualifications and the full job description.
Summary of Terms and Conditions of Employment:
-Progressive monthly scale starting at Ts 1,282,726.00 (non negotiable)
-Pension and family medical plan, Christmas bonus
To apply:
Your applications must consist of:
- a letter of no more than 200 words, explaining how you meet the minimum requirements.
- a Curriculum Vitae which will not be more than 2 pages in length and which includes the names and contact details of three (3) references.
No further attachments are requested at this time.
Only short-listed candidates will be contacted. Candidates who are screened into the process can expect written examinations. The most successful candidates will then be invited to a personal interview. Reference checks will be conducted. Any documentary evidence which is requested during the process will be verified.
Deadline: Applications must be submitted electronically to the High Commission to job.opportunities@international.gc.ca by 12:00 noon (Tanzania time) 5 August.
Please submit any questions electronically to: job.opportunities@international.gc.ca . Please do not contact the High Commission, either by phone or in person, about this competition.
Statement of Qualifications
ESSENTIAL QUALIFICATIONS
N.B., failure to meet any of the essential requirements eliminates candidates from further consideration in the competition
The individual must:
- have the right to work in Tanzania
- have completed secondary school (form IV) and at least one year of advanced studies in administration, secretarial school or data entry.
- have at least 2 years of solid recent professional experience in an office environment working in the field of administrative support, ideally for an international organization or diplomatic mission. Recent experience is defined as within the last three years.
- be fluent in both English (oral and written) and Kiswahili (oral and written)
- be familiar with standard office procedures and practices
- High level of experience with the Microsoft Office suite (Word, Excel, Outlook).
RATED QUALIFICATIONS
Competencies
- Client Focus
- Teamwork and Cooperation
- Focus on quality and details
- Good Communication skills
- Initiative
DESIRABLE QUALIFICATIONS
- Fluency in French (oral and written)
- Having a post-secondary education
- Experience in an international environment, ideally for an international organization or diplomatic mission
- Experience working with Tanzanian government officials
CONDITIONS OF EMPLOYMENT
- Ability to maintain the required security clearance
- Valid work/residency permit for Tanzania
As a condition of employment, the successful candidate will have to obtain a Canadian Enhanced Reliability Status, a process which will be initiated by the High Commission.
Only short-listed candidates will be contacted. Candidates who are screened into the process can expect written examinations. The most successful candidates will then be invited to a personal interview. Reference checks will be conducted. Any documentary evidence which is requested during the process will be verified.
Position Title: Administrative Assistant
Under the general supervision of the Mission Consular Officer, the Administrative Assistant provides support to the Management Section of the Canadian High Commission; assists in the implementation of Human Resources services for locally engaged staff; manages a variety of administrative functions; liaises with local government officials; assists with the supervision of the Chancery main reception desk; provides back-up for the Consular Officer position and contributes to the overall delivery of mission administrative services.
Duties: % of time
A. Human Resources Assistance: 20%
Assists in the implementation of personnel services for the mission's locally-engaged staff, by:
- Maintaining all personnel files related to LES;
- Preparing LES Employment and Pay Certificates (208s) when staff are taken on strength, and on subsequent promotions, increments and salary revisions;
- Coordinating annual appraisal reports and ensuring timely submission of reports to determine granting or withholding of annual salary increments;
- Maintaining all locally-engaged staff attendance and leave records, advising staff annually (in writing) of their entitlements and responding to enquiries concerning their entitlements;
- Assisting in classification and reclassification actions by preparing all the required documents, in particular the EXT 145 form where the rationale and justification for the classification or reclassification action is explained. Completing the required Organizational chart changes, job description and EXT 145 are sent to HLD for the required action.
- Assisting with ensuring job descriptions are complete for all locally-engaged staff and are regularly updated as necessary; proposing changes to the HR strategy if deemed necessary; drafting and preparing job descriptions for newly created positions as required;
- Preparing employment offers for new LES;
- Advising newly-hired LES of all personnel-related regulations, and providing them with a copy of the LES Handbook;
- Becoming familiar with the Tanzanian Labour law by reviewing and studying it as and when required and suggesting the appropriate course of action when unusual cases come up;
- Keeping the mission Organizational Charts up to date;
- Responding to enquiries from other Missions and Organizations relating to benefits and salary scales;
- Maintaining a file for all received Curriculum Vitas.
B- Personnel Administration Services: 5%
- Plans and Directs Personnel Administrative Services as follows:Personnel Services to Canada Based Staff:
- Notifying Headquarters of the arrival and departure of CBS and dependents;
- Notifying the Ministry of Foreign Affairs of the arrival and departure of CBS and dependents;
C- Administrative Duties: 45%
- Organizing hospitality functions which includes preparing and sending out invitations, telephoning guests, and preparing thank you notes;
- Organising the annual medical checks of all domestic staff of the CBS;
- Organising medical checks, as required, for any of the LES non-office staff and ensuring the mission receives the results in a timely fashion;
- Preparing and translating all official administrative diplomatic notes to the Ministry of Foreign Affairs and acting as the official translator if required;
- Being in contact with the MFA to be advised of any changes to protocol / immigration / work – related regulations and legislation;
- Managing hotel reservations and car rentals in support of visiting delegations for the Management and Consular Section;
- Providing logistical support for high level visits;
- Coordinating and liaising with local hotels in preparation of official functions such as receptions, meetings and conferences;
- Preparing the list of statutory holidays observed at the mission, submitting it to the CMM and then advising Headquarter departments and all Missions;
- Back-up/Consular Services: Replacing the Consular Officer during annual and sick leave by providing passport and citizenship services to Canadian citizens, following up on consular cases, issuing facilitation letters to Canadian citizens…etc;
D- Materiel Purchasing Assistance: 10%
- Assists the Property Section by creating purchase orders and contracts in the MM Module of IMS – information to be sourced as required;
- Maintains a file of all contracts and purchase orders with local suppliers / service providers and advises when contracts are terminating;
- Assists in the creation of maintenance and replacement schedules.
E- Chancery’s Main Reception Desk: 5%
- Assisting in the supervision of the Embassy main reception desk especially at times of leave or emergency leave for the receptionist. Keeping a copy of the receptionist breaks schedule, creating schedules for the replacement of the receptionist at times of casual or sick leave.
- Bringing to the attention of the Program Manager any problems related to the main reception desk;
F- Other Related Responsibilities: 15%
- Contacting local school officials to obtain information such as fee schedules, Curriculum and registration procedures;
- Undertaking / coordinating surveys, including salary / benefits and banking surveys;
- Conducting the yearly Marker Hotel Survey, and forwarding results to Headquarters;
- Other duties / projects as requested by the MCO.
No comments: