Administrative Assistant, Csa (Anticipatory)

İSTANBUL KANADA BAŞKONSOLOSLUĞU

Administrative Assistant, CSA (Anticipatory)

Selection Process Nº: 170482-6

Salary: USD 19,101 gross per annum

Contract Type: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in Türkiye

Term Details: Indeterminate (Full-time)

Job Function: Administrative

Classification: LE-A2

Location: the Consulate General of Canada in Istanbul

Number of Vacancies: 1

Closing date for application: 7 April, 2024 at 23:59 UTC/GMT +3:00

Summary of Duties:

This competition is to be used to staff LE-A2 positions (Administrative Assistant, Program Assistant or Consular Assistant) that may arise in the following sections of the Consulate General of Canada and can be used for various tenures that may become available (indeterminate, term and emergency):  Trade, Consular and Common Services team. The summary of duties below is to provide an overview of the section and typical duties that could be required in the position but this is not the full list of duties related to the position(s). 

Trade Section: 

The mandate of the Trade Commissioner Service is to promote Canada's economic interests in global markets by engaging in a range of activities including contributing to export market development; conducting advocacy and foreign market access activities; understanding and analyzing trade policy issues; attracting foreign investment to Canada; developing a network of international business contacts; identifying and communicating with business leads; fostering strategic alliances; linkingCanadian businesses to global value chains; supporting licensing and venture capital linkages; promoting joint-venture partnering and foreign equity investment; facilitating R&D collaboration and technology transfer; and promoting corporate social responsibility. 

The Program Assistant duties typically involve:

Organizational support for projects and activities of the Trade section, including administrative and clerical support to Trade Officers for the effective implementation of the program.

• Collects, maintains, and collates a variety of documentation and records.
• Inputs data into the Client Management System.
• Monitors the general mailbox and provides responses.
• Maintains a network of local contacts to ensure the Trade section’s compliance with procedures and regulations.
• Supports the Trade section in event planning as well as official visits.
• Responds to inquiries related to services and/or delivers services to business clients on a responsive basis in non-priority sectors.
• Provides backup support to the Trade Program Coordinator on tracking and maintaining the budget.
• Researches and coordinates the collection and management of information for the Trade section.
• Conducts research for briefing and background notes.
• Monitors and reports on communications related to the program on social media and coordinates the section’s social media presence.
• Participates in committees and working groups, whether internal to the mission, across the US network, or involving the entire department.
• Support section and mission programming by preparing documents, scheduling meetings, and helping with events, travel planning and coordination including logistics and hospitality for official visits.
• Supports the research and analysis of trends and developments and drafts up reports related to the Trade section including non-priority sectors assigned.

Consular Services:

Global Affairs Canada (GAC) manages and delivers consular services and advice to Canadians and provides a coordinated Government of Canada response to emergencies abroad affecting Canadians. The program assistant supports regional focus of program by supporting administrative interactions and proactively cooperating with regional offices and/or headquarters. 

The Consular Assistant duties typically involve:

• Processing of passport applications and citizenship documents for Canadian citizens abroad
• Providing legal and notarial services
• Answering all consular inquiries via emails or telephone calls
• Providing and financial and accounting services in support of consular
• Maintaining the system for the registration of Canadian citizens 
• Providing daily administrative support and service
• Providing and creating information and/or documentation
• Assisting Consular Officer in managing consular cases

Common Services:

The Administrative Assistant positions within the Common Services section can support a variety of teams within the Mission including but not limited to Property, Finance, HR, Events, Reception, Logistics, Transport and Protocol. 

The Common Services Assistant duties typically involve:

• Providing assistance to a range of financial functions for the mission such as: generating and preparing invoices for payment; reconciling financial transactions using accounting software;
• Monitoring the departments inbox and responding to requests from internal and external clients; 
• Preparing and coordinating documents for processing from various stakeholders; 
• Supporting management with projects and visits 
• Database management (electronic and paper)
• Coordinating of meetings, events, schedules or travel as well as mission fleet schedule. 
• Coordinating the preparation and submission of the supply orders for all mission programs
• Determining the requirement for supplies, either through requests from staff, or by recognized depletion of inventory stock.
• Maintaining up-to-date Mission inventory database and enduring that inventories reflect goods received.
• Performing a variety of Property / Procurement activities supporting all programs
• Performing asset maintenance services required to support the real estate business line.
• Receiving documents or information and entering the required information into data system(s), such as PRIME and FAS(SAP)`
• Providing logistics services including transportation and shipment arrangements
• Providing basic IT support services

Area of Selection:

This position is open to individuals who are legally authorized to work in Türkiye who meet all the essential qualifications and whose applications are received before or on the closing date. 

Please note that the Consulate General of Canada in Istanbul 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.

How to Apply

Please check our website for the full advertisement which you will be directed to when you click "Apply" - "Basvur" button on kariyer.net