/ AUSTRALIAN HIGH COMMISSION
OTTAWA
VACANCY
Title:
Administrative Assistant / Position Number:
Two positions – numbers TBA
Agency/Work Unit:
Corporate, Consular and Passport Services / Status:
Part-time (4 hrs a day)
Security Assessment:
Local Probity Check - required / Last Reviewed:
December 2015
Salary:$40,199CAD (per annum, pro-rata)

The Australian High Commission – Ottawa is seeking two self-motivated, well-organizedand qualified candidates to fill positions of Administrative Assistants. Theseare permanent part-time positions, with standard working hours of four hours a day, with the first three months on probation. These could be considered “job-share” positions. Hours of duty will be from 9am – 1pm, with the second position hours of duty being 1pm - 5pm.

There will also be periods where due to work requirements, the successful occupant may be required to work longer hours up to and including a full working day.

Selection for this position will be based on merit and judged against the following Selection Criterion:

Essential

  1. Administrative and organisational skills
  2. Computer literacy and keyboard skills
  3. Strong communication and interpersonal skills
  4. Strong written and spoken English

Desirable

  1. Experience in SAP
  2. Qualification:Microsoft suite of applications
  3. Qualification: Commerce and/or accountingpreferable
  4. Qualification: French language

To be considered, applicants must:

  1. address the Selection Criteria in their written application (to a maximum of two pages per criteria), meeting and addressing all essential criteria
  2. include a Resume
  3. Be legally entitled to work in Canada
  4. include two work-relatedreferees, one being a current or recent supervisor and
  5. provide a completed LES Application Form.

Information on how to address the Selection Criteria, as well as the LES Application Formis available from the High Commission’s website:

Application Closing Date - The closing date for receipt of applications is COB 20 January 2016: applications received after this date cannot be considered.

Those who are not asked to attend an interview within four weeks of the closing date may assume their application has not been successful on this occasion.

For questions or for submitting applications, please either:

E-mail:;

Mail:Ms Hana Mohammed : Manager – Corporate Services (613) 783 7615

Australian High Commission

50 O’Connor Street, Suite 710

Ottawa, Ontario KP1 6L2

Job Description

These positionsarepart-time within the Australian High Commission Ottawa – Corporate, Consular and Passport Services Section. These positions report either to the Passport/Consular Officer or the Property and Procurement Officer.

Duty Statement

Administrative Assistant

The key responsibilities of the positions include but are not limited to:

  • Provide support or back up the Manager:
  • Consular and Passport, whose responsibilities include the provision of and provide the full range of consular and/ or passport services to Australian citizens in accordance with guidelines and relevant legislation, OR
  • Property and Procurement Services, whose responsibilities include managing the Chancery and Head of Mission Residence and overseeing the leases of all A-Based residences
  • Reception duties (on a rotational basis)
  • Back-up and provide support to the alternative Administrative Assistant
  • Other duties as directed

And

  • Travel Assistant
  • Confirm process is followed in accordance with Australian Government travel policy, including approval from Delegate, before officers travel
  • Prepare travel advances prior to officers’ departures and travel acquittals on return
  • Establish and maintain effective relationships with travel contacts (agents, hotels)
  • Research current departmental policy, OR
  • Accounts Assistant
  • Process accounts payable and accounts receivable, answering associated enquiries
  • Record accounts receivable documents and advances in SAP
  • Assist with preparation of End of Month/End of Year statements