Vacancy Announcement no. 02/2024

VACANCY ANNOUNCEMENT 

Administrative Assistant (1 vacancy)

(Selection process nº 02/2024)

Final result, in order of raking:   

The Selection Committee appointed by the Chargé d’Affaires in New Delhi, in the use of his attributions, informs of the opening for applications to the selection process for one vacancy for the position of Administrative Assistant within the terms of Decree 1,570 of 21 June 1995, and in accordance with the Administrative Ruling of the Minister of External Relations of 12 September 1995, in the following terms:

1. DUTIES AND RESPONSIBILITIES

1.1.  The selected applicant for the vacancy of administrative assistant will work in a section to be determined in accordance with interests and needs of the Embassy of Brazil in New Delhi. In principle, the applicant will primarily perform the role of consular officer.

1.2.  The successful applicant for the vacancy of administrative assistant may be required to provide support to the various sections of the Embassy, and may be asked to carry out tasks such as: schedule management, secretarial services, update of data bases, creating and updating Excel and other spreadsheets, managing telephone calls and emails phone, contacting Indian private and public entities and any other akin tasks. The position may equally require the applicant to process and file official documents, to draft reports, minutes of meetings, and other official documents.

1.3.  The applicant must demonstrate the following specific skills: (i) proficiency level competence in the English and Hindi languages; and (ii) usage of computer tools such as MS Office. The knowledge of the Portuguese language is high desirable.

2. REMUNERATION

2.1 The initial gross monthly remuneration will be of Rs. 52,852.00 (fifty two thousand eight hundred and fifty two rupees). Once the contract comes into effect, the Embassy will deduct the employee’s due tax, as determined by law.

3.  SUBMITTING THE APPLICATION

3.1   To apply, the candidates must send digitized copies of all mandatory documents listed under item 3.3 via the email admin.newdelhi@itamaraty.gov.br, with the subject heading ‘Selection Process 02/2024 – application’ followed by the name of the applicant. Only applications with a full set of required documents will be accepted.

3.2   Applications period: from 30 December 2024 to 24 January 2025.

Mandatory documents for the application:

i. A cover letter detailing the applicant’s motivation to apply for the position (1 page maximum);

ii. Copy of a valid, official identity document (Aadhar, PAN card, passport, or equivalent);

iii. For non-Indian applicants, including Brazilian nationals, proof of the permanent authorization of residence in India and legal permission to engage in full-time paid employment for an undetermined length of time within the terms of the Indian law;

iv. Fully completed application form;

v. A signed statement confirming the understanding that the vacancy does not constitute a position within the Brazilian civil or public service (Annex 1 of this Vacancy Announcement);

vi. Proof of registration with the local social security system. In the case of Brazilians who, due to local legislation, are prohibited from doing so, proof of inability to join the system;

vii. Updated Curriculum Vitae (maximum 2 pages);

viii. Recommendation letters from former employers;

 ix. A certificate to provide evidence that the applicant completed a higher education degree;

x. Brazilian nationals applying for the vacancy (whether holding any other nationality or not) must present the following documents (in accordance with the Decree 1570/1995, art. 10, item VII, § 2º):

 a)      Valid Brazilian Passport; 

b)       Certificate of Voting Compliance Record (“Certidão de quitação eleitoral”, available at https://www.tse.jus.br/servicos-eleitorais/autoatendimento-eleitoral#/certidoes-eleitor);

c)      Certificate of military service enrolment or discharge from military service for Brazilian male applicants under the age of 45; 

d)     Signed statement confirming that the applicant does not hold any public post or employment in Brazil (which can be found in the application form).

3.3  The following are optional documents that could be additionally submitted at the candidate’s discretion:

 i. Certification of language competence at proficiency level in English;

ii. Certification of user competence for the Microsoft Office and Windows suite;

iii. Any other documents attesting relevant academic and professional qualifications.  

4.  EMPLOYMENT CONTRACT REGIME 

4.1.    The current selection process does not constitute a civil service entry exam and the position of administrative assistant does fall into the category of either Brazilian civil service or of any public service. 

4.2.    The employment conditions along with social security and tax arrangements to be offered to the successful applicant fully comply with the Law of India. 

4.3.    The contract of employment is valid for one year, which can be renewed for another equal period if both parties agree. There will be a single remunerated probationary period of six months. 

4.4.    The working hours are forty hours a week. The working hours may require the employee to be on duty on a rotation schedule, or to accept special requests to work when necessary, on an overtime basis.

5. SELECTION PROCESS 

5.1     The selection process will consist of three phases:

       i.     Evaluation of the CV and submitted documents. Selected candidates will be contacted and invited to attend the second phase;

       ii.   A computer skills and a written test in English to assess the candidate’s language proficiency and their relevant general knowledge pertaining to the role of administrative assistant. Selected candidates will be contacted and invited to attend the third phase;

      iii.     An interview for a broader evaluation of the candidate’s skills, such as language, communication, and interpersonal skills.

5.2   In the CV analysis phase, the Selection Committee reserves the right to reject any application not deemed suitable in consideration of the submitted documents. The maximum marking for this phase is 100 points. The following criteria will be applied: academic as well as vocational qualifications, professional experience, and recommendations from earlier employment. Each criterion will be marked with the maximum of 25 points.

5.3  The shortlisted applicants in the CV analysis phase will be called to a computer skills and English written test to be held at the Embassy of Brazil in New Delhi (8 Dr. APJ Abdul Kalam Road, 110011, New Delhi) on 4 and 5 March 2025, in which the applicant’s level of language proficiency will be evaluated as well as their WS Office skills. This maximum marking for this phase is 50 points.

5.4    The applicants shortlisted in the written test will be published on the website of the Embassy of Brazil in New Delhi by 21 April 2025. Shortlisted applicants will be invited to attend an interview, which will assess the applicant’s competence in the English and Hindi languages along with the applicant’s communication skills. They will be held at the Embassy of Brazil in New Delhi on 22 April 2025. A time for the interview will be arranged individually with each shortlisted applicant. The maximum marking for this phase is 100 points. The following criteria will be applied: English and Hindi language proficiency; the relevance of the applicant’s professional experience and her/his communications skills. Each criterion will be given a maximum of 25 points.

5.5   The applicant’s final evaluation will be the sum of the points pertaining to the CV analysis, the written test, WS Office test and the interview. The provisional results of final evaluation will be published on the website of the Embassy of Brazil in New Delhi by 28 April 2025.

5.6  The shortlisted applicants for the interview must submit at that time  all of the original documents (or authenticated photocopies), along with respective photocopies of all documents corroborating the requirements set out in this announcement, plus the application form, and the signed statement listed on points 3.2 ‘v’. Only the photocopies of the documents will be retained in the Embassy files; all original documents or authenticated photocopies will be only used to verify the photocopies and will be returned to the applicants. No photocopying will be available at the Embassy. Originals without its corresponding photocopy will be accepted.

 5.7   For all phases of the selection process, the shortlisted applicants are requested to arrive 15 minutes before the set start time.

6. REQUEST TO VIEW TESTS AND APPEAL SUBMISSION 

6.1 Applicants will be able to submit an appeal to the preliminary results. The appeal does not have the effect of suspending the results of the tests in accordance with the schedule of this vacancy announcement.

6.2 The deadline for submitting an appeal is 48 hours after the publication of the provisional results, which must be submitted to the Selection Committee as an e-mail to admin.newdelhi@itamaraty.gov.br with the following subject heading: ‘Selection Process 02/2024 – Appeal – [CANDIDATE’S FULL NAME]’.

6.3 Appeals submitted either after the deadline or in a different format, as set out in this announcement, will not be accepted.

6.4 The final decision of the Selection Committee on any appeal will be definitive.

7.  RESULTS 

7.1 The final result of the selection process will be published on the website of the Embassy of Brazil by 2 May 2025.  

7.2 The approved applicant, on accepting the job, must present herself/himself to the Administration Section of the Embassy of Brazil on the agreed date to sign the contract of employment and to start professional activities.

7.3 The current selection process will be valid for a period of one year from the date of the publication of the results. The approved applicant, in accordance with their performance, may be called to fill in another vacancy in the same job category should it arise during that time, be it either permanent or temporary. 

7.4 When presenting to the Administration Section, the approved applicant must submit a Police Clearance Certificate (PCC), issued within the last three months from the date of commencement, and a medical fitness certificate encompassing mental and physical health.

8. GENERAL RULES 

8.1 Applicants must be at least 18 years old.

8.2 The application for the vacancy implies that the applicant knows and accepts all the terms and deadlines established in this announcement. Applications with false or inexact information or which do not fulfil the required criteria will be rejected.

8.3 For candidates with equal performance in the selection process, preference will be given to those with greater competence in Portuguese language.

8.4 The applicant who fails to be present at work on the stipulated date, without proper justification, will forfeit the employment to another approved candidate.

8.5 Any omissions will be resolved by the Embassy of Brazil in New Delhi.  

New Delhi, 30 December 2024

Ana Paula de Almeida Kobe

Minister-Counsellor

Chair of the Selection Committee

ANNEX I - APPLICATION FORM