Job Description

Job Description

The Embassy of Canada to Ethiopia is seeking to hire two full-time administrative/program assistants to work under the general supervision of the Political Counsellor and the Canadian Ambassador to the African Union (AU). 

This offer is open to individuals who are legally and operationally in a position to work in Ethiopia.

Summary of Duties:

Under the general supervision of the Political Counsellor and the Canadian Ambassador to the African Union (AU), provides administrative assistance to the Embassy of Canada to Ethiopia, Djibouti and Permanent Mission of Canada to the African Union. This includes:

1. Provide administrative support, including:
a. Manages the agenda/schedule of the Ambassador and Political Counsellor;
b. Budget tracking, reporting and making payments, including data input and reporting including for official hospitality and Canada Fund for Local Initiatives.
c. Makes travel arrangements and processes travel claims.
d. Database and information management.
e. Arrangement of IT needs (e.g. for videoconferences, presentations, webinars).
f. Support procurement processes (e.g. catering, venue and equipment rental, IT rental, hospitality gifts, office supplies, and consultant and professional services).

2. Support advocacy and public affairs, such as:
a. Event planning and logistics.
b. Preparation & scheduling of meetings and events.
c. Management of social media accounts (eg Facebook and Twitter) and public enquiries (phone, email and social media), including the preparation of posts and responses, as well as the tracking of usage statistics.
d. Monitor local media coverage of issues of interest to the Embassy and provide reports.
e. Support the political section and other government departments with official contact, eg preparation of note verbales.

3. Support access to decision makers and organization of official visits:
a. Plan travel and logistics for the section.
b. Maintain contact information and CVs for persons of interest to the section. 
c. Research and compile background material on selected political and economic issues.

4. Be a strong team player:  
a. Communicate fluently in Amharic and English in order to translate and/or offer simultaneous translation during small group conversations. French is an asset. 
b. Possess strong, and supportive, interpersonal skills.
c. Be adaptable, resourceful, able to multitask, and to prioritize.
d. High skill level with computers Microsoft word applications. 

Area of Selection:

Open to internal and external applicants who are legal residents or citizens of Ethiopia, who meet all of the essential requirements stated below, 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.

 Job Requirements

ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly 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 degree from an accredited university or college

Languages:

• Advanced level in English (written and spoken)

• Advanced level in Amharic (written and spoken)

Experience:

• A minimum of 2 years recent* experience delivering administrative support in a professional office setting, involving tasks such as: responding to enquiries and requests for partners and stakeholders; keeping up to date mailing lists for organizations and other key contacts; disseminating information and invitations; and/or managing budgets. 

• Experience drafting general correspondence, reports and/or professional emails for internal communications.

• Experience in assisting on logistics, coordination, protocol and event planning.

*recent is defined as within the last 5 years

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:

• Knowledge of general office procedure and practices, including effective correspondence by email

Competencies:

• Effective communication (written and spoken);

• Strong judgement, tact and discretion; 

• Attention to detail;

• Willing to learn and adapt; and 

• Teamwork and cooperation.

Abilities: 

• Able to manage multiple tasks, prioritize work and be flexible and organised under pressure; 

• Able to perform basic financial computations and transactions; 

• Able to work with computer software, such as Outlook, Excel, Word, and databases;

• Ability to conduct research using online resources;

• Able to handle sensitive and confidential situations.
  
  

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.

• Fluency in French (written and spoken).

• Fluency in Afaan Oromo.

• Master’s Degree.

• Significant experience managing a budget.

• Experience dealing with Protocol and VIPs.

• Experience working in an Embassy.

• Experience organizing events. 

• Knowledge of the African Union.

Operational Requirements:

• Working hours: 37.5 hours per week, Monday to Friday

  • Hours of work: Monday to Thursday, 08h00 to 17h00 (8.25 hours per day), Friday 08h00 to 12h30 (4.5 hours per day).

• 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:

• Copies of educational qualifications will be required at the interview stage of the process.

• Before an offer of employment can be made, candidates must provide a local address as proof of residence).

• 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

Interested and qualified applicant can apply through:  https://staffing-les.international.gc.ca/en/careers/administrative-program-assistant-addis-80408-en