Common Services Assistant

**SUMMARY OF DUTIES:** The mission is seeking to fill a Common Services Assistant position for the common services program, as well as various administrative positions that may arise following this selection process. These positions provide comprehensive administrative support to ensure efficient program and service delivery. Core responsibilities include but are not limited to: - Processing of invoices and claims as well as performing other finance related functions - Attending to property related requests, including booking local contractors and maintaining records and inventories - Data entry, information management and database updates - Coordinating meetings, taking minutes, drafting documents - Supporting procurement related functions - Supporting recruitment related functions - Other miscellaneous tasks By facilitating day-to-day operations, these roles contribute to the smooth functioning and success of their units in various areas of specialization, including operations, accounting, budgeting, human resources, contracts and procurement, property management/maintenance services, trade, foreign policy and diplomatic service, immigration, security and emergency management, and consular services. **AREA OF SELECTION:** This selection process is open to all internal and external applicants, who are legally residing and are authorized to work in Finland, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years of age, who meet all the essential qualifications and whose applications are received by the closing date. **Please note that the Embassy of Canada to Finland 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canadas 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** All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to verification of credentials, resumés and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments. **Education** This position requires: - Bachelors degree in a relevant field from a recognized university (e.g. Business Administration, Political Science or other) _\* Candidates will be required to provide proof of the completion of their education_ **Language** The following languages and proficiency level are required for this job. - An advanced proficiency level (reading, writing, comprehension, and speaking) in English. - An advanced proficiency level (reading, writing, comprehension, and speaking) in Finnish. **Experience** In order to perform the duties relevant to this job, the following experience is required: - A minimum of one (1) year of recent\* experience in providing administrative and support services, budgetary administration and analysis - A minimum of one (1) year of recent\* experience in providing customer and/or client service, including responding to inquiries and supporting service needs _\* Recent is defined as within the last four (4) years._ **Competencies** All competencies will be assessed. All competencies must be met prior to appointment. - Knowledge of Microsoft Excel and the Microsoft Office Suite and its various applications for planning and financial management - Initiative and Action-Orientation - Working with Others - Focus on Quality and Detail - Resilience and Adaptability - Judgment and Discretion - Effective Communication (written and oral) - Client Orientation **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 - Intermediate proficiency in French (reading, writing, comprehension, and speaking) - Experience using SAP as a financial tool - A minimum of one (1) year recent\* work experience in a diplomatic mission, public administration and/or international organization _\* Recent is defined as within the last four (4) years_ **OPERATIONAL REQUIREMENTS** - **Hours and location of Work:**Regular hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week. Working hours are 8:30AM-4:30PM, in person at the Chancery in Helsinki. - **Overtime**: Ability and willingness to work overtime on short notice. - **Travel:**Ability to obtain and maintain travel documents and willingness to travel on occasion domestically and/or internationally. **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. **HOW TO APPLY** Please carefully follow the instructions: https://staffing-les.international.gc.ca/en/careers/common-services-assistant-hsnki-ab0c3a19-en