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Program Assistant (Immigration)

Embassy of Canada in the U.S.
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Summary of Duties:
The Embassy of Canada in Washington D.C. is seeking to hire a Program Assistant in the Immigration section. This is an exciting opportunity to contribute to the future of Canada. We are seeking a hard-working, collaborative and results-oriented person, with strong attention to detail and a commitment to client service. This person will support the delivery of Immigration, Refugees and Citizenship Canada’s (IRCC’s) Programs through:
  • providing services to clients in person, electronically and by telephone (includes drafting responses to public inquiries and writing correspondence);
  • screening and reviewing documentation on a variety of types of applications and files, including complex cases;
  • assisting Migration Officers in reporting, liaison, promotion and recruitment activities;
  • attaining and applying expertise in using department computer systems and carefully following established procedures and guidelines; 
  • organizing work, tracking budget resources, processing claims/invoices/payments and resolving difficult issues;
  • providing a source of knowledgeable information and assistance to officers, clients, and stakeholders, both internal and external;
  • and supporting program integrity.
 
Area of Selection:
Open to internal and external applicants who are residents of the United States having independent work authorization and status in accordance with U.S. protocol directives for employment in a foreign mission (US Citizens, Legal Permanent Residents or A, G or NATO-2 category visa-holders) who meet all of the essential requirements stated below and whose applications are received by the closing date.
Please note that the mission will not reimburse relocation costs under any circumstance and that the mission 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 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.
  • Completion of a post-secondary education credential of at least three years; 
OR 
  • A high school diploma (equivalent to the French or Canadian high school diploma) combined with three years of relevant professional experience in administrative support positions and/or migration-related activities 
 
Language:
  • Fluency (oral and written) in English
 
Experience:
  • Minimum of two (2) years of recent* professional experience working in an office environment in an administrative support or program assistant capacity including: 
  • Providing services to a diverse client base;
  • Using Microsoft Office Suite, i.e., MS Word, MS Excel, MS PowerPoint, MS Outlook etc.) and internet searching tools.
  • Experience dealing with highly sensitive and confidential information 
* Recent experience 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:
  • Proficient knowledge of Microsoft Office Suite 365 
  • Knowledge of Microsoft Teams, Microsoft SharePoint, Web-based search engines and information management
  • Knowledge of standard office and administrative procedures and practices; meeting organization; email and phone etiquette
 
Competencies:
  • Adaptability and flexibility
  • Focus on quality and details
  • Effective interactive communication (written and oral)
  • Organization and Coordination
  • Judgement/analytical thinking
  • Values and ethics
1.   
 
Abilities: 
  • Ability to draft professional correspondence in English
  • Ability to manage multiple tasks while meeting tight deadlines and adapting to changing priorities
  • Ability to work productively and accurately under pressure
  • Ability to provide effective and courteous client service in person, by telephone and in writing
  • Ability to work independently in a proactive and accountable manner as well as part of a larger team
 
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.
  • Ability to communicate in French.
  • Ability to communicate in one of the other official UN languages: Arabic, Chinese, Russian and Spanish.
  • Experience in migration-related field/activities
  • Experience using information management systems
  • Experience in data analysis and graphic techniques for reporting and presentations
  • Experience organizing / supporting logistics: networking activities, official visits, events, VIP visitor programs, public events, travel
 
Operational Requirements:
  • Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.50 hours per week. Occasional overtime, including evenings and weekends, may be required with advance notice.
  • This position requires in-office presence – remote work is not an option available due to operational requirements.
 
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..
 
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-WSHDC@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.
  • 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 Embassy of Canada to the United States 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-WSHDC@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 Embassy of Canada to the United States 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.