Common Services Coordinator (Material Management)

SUMMARY OF DUTIES

The mission is seeking to fill a Common Services Coordinator position for the common services  program as well as various administrative positions that may arise following this selection process. Under the general supervision of the Deputy Management Consular Officer (DMCO – Property), the Common Services Coordinator (Material Management) is responsible for coordinating and administering all material‑management activities at the mission. The incumbent oversees the receipt, verification, safe storage, inventory control, internal movement, and disposal of mission assets in accordance with Government of Canada policies, mission procedures, and audit requirements.

Key responsibilities include:

• Managing the mission’s inventory room, including receiving deliveries, verifying the condition and accuracy of received goods, ensuring proper labeling, storage, and documentation.
• Maintaining accurate, real‑time inventory records for all assets across the chancery and staff quarters, including their location, condition, movement, and disposal status.
• Coordinating the movement, delivery, and installation of furniture, furnishings, equipment, and supplies for staff quarters and internal mission clients.
• Ensuring the creation, maintenance, and quality control of electronic and physical inventory files, and updating departmental systems in accordance with policy and audit requirements.
• Conducting research and gathering operational information to support material‑management planning, reporting, and decision‑making.
• Responding to internal client enquiries, providing guidance on inventory and material‑management processes, addressing issues, and recommending improvements to enhance service quality and operational efficiency.
• Supervising the LE‑A1 Common Services Clerk (Material Management), including assigning work, monitoring performance, providing guidance, and contributing to performance management assessments.
• Supporting other property‑related functions as needed, including assisting with documentation, coordinating with service providers, or providing operational support related to the broader property mandate.
• Maintaining the security of people, information, and assets at all times and escorting contractors or visitors when required.
   

AREA OF SELECTION

This selection process is open to external applicants legally residing in the Philippines at the time of appointment and to mission employees occupying an indeterminate or term position, including emergency employees. Candidates must be legally authorized to work in the Philippines. 

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 other 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, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments. 

 

Education

This position requires:

A Bachelor's Degree or Undergraduate diploma from a legally recognized Post Secondary Institution or an equivalent combination of education, training, and/or experience.

Note: Candidates will be required to provide proof of their education

 

Language

The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels. 

Experience

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

A minimum of three (3) years of recent* experience in one or more of the following areas:

• Material management, asset management, inventory control, warehousing, logistics coordination, or supply chain support, property, facilities, project administration involving material movement, tracking, or asset lifecycle management.

A minimum of one (1) year of recent* experience for each of the following: 

• Coordinating or overseeing the work of others (directly or indirectly), such as clerks, laborers, warehouse staff, logistics workers, or contractors.
• Maintaining administrative records, databases, or inventories, including updating electronic and/or physical files.
• Interacting with internal clients or service providers, responding to enquiries, and addressing issues related to logistics, inventory, or material management.

*Recent experience is defined as within the last 5 years.

 

Competencies

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

*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 with ERP/inventory systems (Sortly, SAP or similar)
• Experience coordinating with vendors/service providers

 

OPERATIONAL REQUIREMENTS

Operational requirements will be assessed on a ``meet/does not meet`` basis and can be used to determine right fit of a candidate for the position.

• Hours of Work: Normal hours of work of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week.
• Overtime: Willingness to work overtime on short notice.

• Travel: This position may require limited occasional travel domestically and-or internationally.

CONDITIONS OF EMPLOYMENT

Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the 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. 
• Meet the employer’s medical requirements by undergoing a medical evaluation by a physician.

 

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). Only include information relevant to the vacancy as requested in the above job poster.
• You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box. Global Affairs Canada cannot make any assumptions about your studies nor experience. No additional information will be sought beyond what you submit in your online application.
• Candidates must upload a CV in English or French. These documents may (or may not) 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 LES-E-Recruitment-DELHI@international.gc.ca  prior to the closing date. Failure to do so will result in the application being rejected.
• *If you are in a partially or fully qualified pool for a similar position with our mission, please include the process number and all relevant details in your application.

 

IMPORTANT NOTES

Carefully review the following:

• Please note that the Embassy of Canada to the Philippines does not sponsor work authorizations directly or indirectly.
• 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 Embassy of Canada to the Philippines 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 LES-E-Recruitment-DELHI@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 assessment 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 Embassy of Canada to the Philippines,  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.
• 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.