Common Service Assistant

Summary of Duties
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,
• Responding to requests from internal and external clients by providing general information and/or front-line assistance,
• Supporting procurement related functions,
• Supporting Consular section,
• 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.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple administrative and financial tasks simultaneously.

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 Bachelor’s degree in a relevant field from a recognized university (e.g. Business Administration, Accounting, Finance or another discipline directly related to administrative or operational support).
* 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 Icelandic.
  Language testing may be administered to confirm proficiency levels.

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 including tasks such as invoice processing, data entry, record keeping, scheduling, financial tracking, or similar office administration functions.
• 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 and must be met prior to appointment. 

• Technical knowledge of (Level 2) Microsoft Office Suite (Excel, Outlook, Word, Teams) for administrative, planning, and financial tasks
• Initiative and Action-Orientation (Level 2)
• Working with Others and Horizontal Leadership (Level 1)
• Coordinate, setting priorities, multi-task and manage time/workload effectively (Level 2)
• Focus on Quality and Detail (Level 3)
• Client Orientation (Level 2)
• Resilience and Adaptability (Level 1)
• Judgment and Discretion (Level 1)
• Effective Communication (written and oral Level 1)
• Thinking Things Through (Level 1)

* For more information on competencies:  Competency Dictionary 

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 

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. 

• Possession of a valid driver’s licence in Iceland (Class B): Ability to obtain and hold a valid driver's licence covering the entire employment period.
• 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. 

This selection process is open to all internal and external applicants, who are legally residing and are authorized to work in Iceland, 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 Iceland 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. 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.

Salaries are ISK 659,248 per month