Office Administrator (m/f/div)

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12.09.2023 - Job Vacancies

Office administrator (m/f/div) to join the Military Attaché Staff

The Embassy of the Federal Republic of Germany
is seeking an Office Administrator (m/f/div) to join the Military Attaché Staff as of September 22, 2023.

This is a full-time position with 40 hours per week, initially limited to 1 year (renewal and extension to an indefinite position possible). The probationary period will be 3 months.

The Military Attaché Staff, under the direction of the Defense Attaché, represents the Federal Minister of Defense. The office is responsible for all areas of cooperation with the Canadian Armed Forces. It also supports German soldiers in Canada and facilitates contacts with the German defense industry.

The work includes the following main tasks

- Correspondence according to keyword instructions and/or dictation in German, English, and French; independent drafting of routine letters as well as protocol-related correspondence, e.g. invitations, visit programs, etc.

- Preparation of simple translations

- Office and secretarial duties, e.g. providing linguistic assistance to telephone calls and visitors, managing diaries and calendars, maintaining the contact database and answering related queries, and answering the telephone (on a substitute basis).

- Conducting Internet research, contributing to Embassy reports, and responding to public inquiries.

- Assist in organizing events for Embassy staff, invitation management (database management, Eventbrite, Excel) and event planning, liaising with hotels and event organizers, and providing support to delegations (Canada-wide).
- Processing - under supervision - routine tasks such as visit requests, overflight and landing permits, correspondence regarding customs formalities, notifications for German soldiers stationed in Canada, and industrial patents (registration/deregistration).

Required Qualifications:

- Very good knowledge of common office programs (Word, Excel, Outlook, PowerPoint)
- Very good knowledge of Internet research and social media applications

- Very good knowledge of German and English (native speaker, level C2)
- Ability to work in a team
- Organizational skills
- Ability to communicate
- Ability to approach people openly

Desirable qualifications:
- Good knowledge of written and spoken French (fluent)

Formal Requirements:

Canadian citizenship or permanent residence and work permit (Permanent Resident Status)

Your application should include the following documents (in German)
- Letter of motivation
- Curriculum Vitae
- Transcripts/Letters of Recommendation
- Copy of your passport and, if applicable, a copy of your residence or work permit
- Canadian Police clearance certificate

Please submit your application in writing or by e-mail by September 29, 2023, to

German Embassy Ottawa
1 Waverley Street
Ottawa, ON K2P 0T8

E-mail: mil-100@otta.auswaertiges-amt.de

Shortlisted candidates will be invited to attend an interview in week 40/41 of 2023. A separate invitation will be sent. Unfortunately, travel expenses cannot be covered.
Successful candidates will be required to pass a pre-employment medical and personal/security screening. Application documents will be subject to the EU General Data Protection Regulation (GDPR).
Contract terms are in accordance with Canadian law.

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