Administrative Assistant

Classification Level: LE-06 (Position classification is under revision, subject to change on April 1st, 2021)
Location: Havana, Cuba
Type of Contract: Indeterminate, Full-time
Tentative Start Date: February 2021, however, due to Covid-19, some delays may occur in the progress of this recruitment process.
Closing date: 24 January, 2021

The Common Service section of the Embassy of Canada to Cuba is looking to welcome a dedicated and energetic individual to work as an Administrative Assistant.

Under the general supervision of the Counselor (Administration), this position procures and liaises with the local government concerning the application and administration of diplomatic privileges; performs a variety of administrative support functions; provides secretarial services; supervises the activities of other locally-engaged staff in the section; and performs other duties as required.

Area of selection:

This position is open to:

  • Employees of The Embassy of Canada to Cuba
  • General public who are legally able to work and currently residing in in the country (including non-nationals)

Only candidates who meet all of the essential qualifications stated below and apply before the closing date will continue to the next stages of the staffing process, which may include (but are not limited to): remote test, virtual interview and reference checks.

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

Education:

  • Candidates must at least possess a Bachelor’s Degree from a legally recognized institution OR completion of a post-secondary diploma program combined with training and work experience related to the duties and rated requirements of the position.

Language:

  • High written and spoken proficiency in Spanish
  • High written and spoken proficiency in English

Experience (*Recent is defined as within the last 5 years):

A minimum of 2 years of recent experience in the following areas:

  • Experience performing administrative tasks for a senior executive in a public or private sector organization, including handling sensitive and/or confidential information;
  • Experience in researching and preparing well-written and accurate correspondence and other briefing products;
  • Experience providing budget management and expense reporting services;
  • Experience organizing public events including managing guest lists and facilities arrangements;
  • Experience working with a range of office equipment, including computers, scanners, tablets, digital projectors, cameras, and video conferencing devices.
  • Rated qualifications

Knowledge:

  • General office administrative procedures;
  • General knowledge of local authorizations from MINREX, Veterinary and Food Institutes, Shipping Agencies, Customs and Cuban authorities;
  • General financial and accounting principles to handle invoices, track expenses, claims and budgets.

Ability/Competencies:

  • Demonstrate judgment and autonomy in solving simple problems and setting priorities.
  • Build and maintain effective working relationships with internal (colleagues and supervisors) and external clients (public institutions and providers)
  • Adaptability and flexibility to perform multiple tasks simultaneously and to respond in a timely manner to various assignments.
  • Excellent client service disposition and attitude
  • Stewardship (professional integrity)
  • Focus on Quality and Details.

Asset Qualifications

Asset qualifications are not required to apply for the position stated above. Candidates should indicate in their cover letters if they meet any of these qualifications.

  • High written and spoken proficiency in French;
  • Knowledge in diplomatic/foreign office representative privileges and procedures;
  • Experience with shipping and exportation of goods and diplomatic franchises;
  • Previous experience working in a diplomatic mission, international organization, foreign company representation or similar.

Organizational Needs

Operational Requirements:

  • Willingness to work overtime, often on short notice.
  • Ability to deal with time pressure and tight deadlines.

Conditions of Employment:

  • Obtain and maintain the required security clearance;
  • Legally authorized to work and currently living in Cuba;
  • The successful candidate must disclose to the Embassy if they hold Canadian citizenship before being employed at the Embassy or if they obtain Canadian Citizenship at any time during their employment with the Embassy (please note that Canadian citizens/residents and Canadian dual nationals will be subject to Canadian income tax deductions).

How to apply

Interested candidates must prepare following documents:

  1. An up-to-date version of your Resume in English or French (Resume must include at least three areas: academic background, work experience and contact details).
  2. A properly formatted cover letter in English or French detailing:
    1. How you meet each requirement in the job poster (i.e. language, education, experience and other points under “Essential Qualifications” and “Rated Qualifications” title).
    2. If you possess asset qualifications.
    3. If you are willing to be considered for similar term and indeterminate competitions.

Before the closing deadline, candidates must send these documents in PDF/Microsoft Word format by email to: CSDPMX-HR-Candidates@international.gc.ca

Subject must be labeled as "HAVAN AA LE06"

Important notes

  • Candidates are entitled to participate in this staffing process in the official language of their choice (English or French) by specifying their preference within their application documents, however, the Embassy of Canada to Cuba has the right to decide which components of the staffing process can only be assessed in the languages stated as essential in this Job Poster.
  • Candidates who apply to this selection process should include an email address that accepts email from unknown users (some email systems block these types of email).
  • Reference checks will be sought for candidates that reach interview stage, and are part of the selection process.
  • The Embassy of Canada to Cuba does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
  • The Embassy of Canada to Cuba does not sponsor work permits.
  • Candidates requiring any special assistance in terms of attending exams or interviews must let us know during the application process.
  • The results of this competition will be used to establish an eligibility list to staff similar openings (term and indeterminate) for the Embassy, which may arise in the 24 months following the completion of this competition.