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:

Property and Facilities Management

• Support the management of the mission’s property portfolio of the chancery, official residence and staff quarters.
• Respond to service requests and coordinate maintenance, repair, and renovation activities, while providing technical recommendations and solutions.
• Research vendors, obtain quotations and schedule and coordinate contractors.
• Maintain and update property, maintenance, and facilities data using electronic management systems.

Procurement and Financial Administration

• Support procurement and contracting activities for goods and services.
• Verify, upload, and track invoices for payment using electronic systems.
• Provide accurate and reliable financial and administrative support in accordance with corporate accounting practices and procedures.

Client and Administrative Support

• Provide employee relocation support related to staff housing and property arrangements.
• Manage and co-ordinate mail and transport services for the chancery.
• Perform other related duties as required.

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 position is open to all candidates. They must be legally authorized to work in Singapore at the time of appointment and for the duration of employment.

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.

 

 

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:

• Minimum GCE A Level or an acceptable combination of education, training and relevant work experience

*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 intermediate proficiency level (reading, writing, comprehension, and speaking) in English.

 

Experience

In order to perform the duties relevant to this job, the following experience is required:

• At least three (3) years of recent* experience providing administrative and client support services.
• Experience in assisting with maintenance requests and providing basic technical support related to common property issues and building systems.
• Experience in handling sensitive and/or confidential information.
• Experience in working with clients (internal or external), partners and stakeholders.
• Experience in working in a team environment.
• Experience in general administrative duties including project management, budgeting, information tracking, and preparing correspondences.

*Recent experience is defined as within the past three (3) years.

 

Competencies

All competencies will be assessed. All competencies must be met prior to appointment. 

• Technical: Sound knowledge of residential and commercial property management and maintenance
• Technical: Sound knowledge of office administrative procedures & practices including strong knowledge of Microsoft SharePoint, Teams, Excel, Word, PowerPoint and Outlook
• Written communication: draft emails, reports, letters and routine documents
• Oral Interaction: communicate effectively in English
• Achieving Results (Initiative and Action Oriented): Ability to troubleshoot and propose solutions
• Fundamental Behaviours (Resilience and Adaptability)
• Fundamental Behaviours (Client Orientation)
• Teamwork and Leadership (Working with Others)
• Fundamental Behaviours (Judgment and Discretion)

 

*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

• Experience working in administrative support roles within real estate, property management, building management, construction, or general contracting environments.
• Experience supporting maintenance, repair, renovation, preventive maintenance, contracts or lease administration, site supervision, and/or interpreting basic interior or construction drawings.
• Work experience in employee re-location.
• Proficiency (reading/writing/speaking) in French.

 

 

OPERATIONAL REQUIREMENTS

• Work hours per week: 37.5 hours
• Hours of work: Monday-Thursday: 08:00 to 16:30, Friday: 08:00 to 13:30
• Must be able to work overtime on short notice on occasion; and
• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends);
• Ability and willingness to travel occasionally
• The High Commission operates a schedule of public holidays according to a combination of Singaporean and Canadian dates, which means you will be required to work on certain Singaporean public holidays
  
  

 

 

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. 
• Medical: pre-employment medical examination
• Candidates must provide their Singapore citizenship or Permanent Resident NRIC number with their application.

 

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered.

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@international.gc.ca. 
• Prior to the closing date. Failure to do so will result in the application being rejected.

 

 

IMPORTANT NOTES

Carefully review the following:

• Please note that the High Commission of Canada in Singapore does not sponsor work authorizations directly or indirectly.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required.
• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates.
• Please note that the High Commission of Canada in Singapore does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated (during any phase of the evaluation process, please contact us at CSDPIP.Candidates-CandidatesetCandidats.PPSCIP@international.gc.ca to request specialized accommodation (a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an exam by removing barriers related to their specific needs). All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the High Commission of Canada in Singapore, which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.

 

Benefits package:

• 5 day work week
• 18 to 22 days of annual leave based on years of service. 
• Group medical insurance including hospitalization, GP, specialist and dental. 
• Group term life and disability coverage