Common Services Coordinator

Summary of Duties:

 

Under the supervision of the Common Service Officer; 

• Assists with the collection of data for the development of the materiel budget of the mission; 
• Develops and implements a property and materiel management plan for the maintenance and furnishing of all crown leased and owned properties;
• Maintains the mission inventory of household furnishings, Pack-up Kits and other items; 
• Plans, implements and supervises repairs and maintenance of buildings and equipment; 
• Conducts market research to find competent suppliers/contractors;
• Maintains a trades list and maintains good relationships with the current roster of mission suppliers/contractors; 
• Negotiates, draws up and monitors long term maintenance contracts for staff quarters; 
• Organizes and controls the maintenance, repair and replacement of materiel resources provided to residential accommodation; 
• Conducts onsite inspections of work performed by contractors; 
• Procurement of goods and services, including receipt, inventory and storage for the mission;
• Organizes and implements a maintenance plan for the mission's official vehicle fleet;
• Provides administrative support services to the Common Services program.

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Area of Selection:

This position is open to Singapore citizens, permanent residents of Singapore, and individuals authorized to work in Singapore only, who meet all the essential requirements stated below, and whose applications are received by the closing date in conformity with poster instructions.

Please note that High Commission of Canada to Singapore 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 based on merit. 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.

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ESSENTIAL QUALIFICATIONS

Candidates will initially be screened against the Essential Qualifications relating to education, language* and experience.

Candidates must clearly demonstrate when applying to the position how they meet each of these essential qualifications.

*Language will be assessed further during the process. 

 

Education:

Candidates will be required to provide proof of the completion of their education.

• University degree, OR an equivalent combination of Education and relevant experience

 

Language:

• Fluency in English (writing, speaking, reading)

 

Experience:

• A minimum of 3 years experience working in an office environment; 
• A minimum of 3 years experience in managing assets such as office equipment, office and home furniture, small to large size appliances, and vehicles; 
• A minimum of 3 years experience working directly in contracting and/or procurement; 
• A minimum of 3 years experience supervising contractors, including, but not limited to, the delivery of goods and services.
• A minimum of 3 years experience in budget planning of Operating expenses

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RATED REQUIREMENTS

The Rated Requirements are part of the essential qualifications and are relating to knowledge, abilities and competencies. Methods of assessment for rated requirements may include, but are not limited to, a written examination, an oral interview (online pre-recorded/live or in-person), role-play, practical tests, presentations and/or psychometric assessment.

 

Knowledge:

• Knowledge of property and/or facilties management
• Knowledge budget planning and contract management
• Knowledge and proficiency in computer systems in a network environment, including but not limited to MS Officer suite (Excel, Word, Outlook, PowerPoint), as well as data entry

 

Competencies:

• Oral Interaction and effective written communication
• People Management
• Thinking things through
• Judgement and Discretion
• Initiative and action orientation
• Networking and Alliance building
• Working with others and Horizontal Leadership
• Focus on Quality and Details
• Resilience and Adaptability

 

Abilities: 

• Ability to work independently and as a team
• Ability to manage and prioritize multiple projects and tasks within tight timelines 
• Ability to accurately research, analyze and evaluate information

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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.

• Fluency in French 
• Experience working in a similar position 
• Project Management Experience 
• Knowledge of maintenance procedures and practices

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Operational Requirements:

• Must be willing and able to travel domestically and internationally
• Working hours are 37.5 hours per week Monday to Friday
• Willing and able to work overtime as required on short notice (on weekdays and/or during weekends)
• Willing and able to work in a high-pressure environment

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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 covering the entire employment period.

- Other conditions of employment:

• Candidates must provide their valid Singapore or Permanent Resident NRIC number with their application.
• Be able to work legally in Singapore at the time of application. Please note that the High Commission of Canada in Singapore does not sponsor any Employment or Work Pass applications to the Ministry of Manpower.

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How to Apply

• 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 of 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-MANIL@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

 

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Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• 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 who succeeded all of the assessments.
• Please note that High Commission of Canada to 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.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• 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-MANIL@international.gc.ca to request specialized accommodation. 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 High Commission of Canada to 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.

 

Benefit package includes:
a) Paid overtime;
b) Eighteen (18) days of paid vacation leave per year for fewer than 10 years of service and Twenty-Two (22) days of paid vacation leave per year for 10 or more years of service;
c) 13th and 14th month of base salary (prorated) payable in December;
d) Contributions to Central Provident Fund Board; and,
e) Insurance coverage for clinical, specialist, hospitalisation, dental and term life.

Selection Procedures:
The selection process consists of a review of all applications to ensure compliance to all essential qualifications (education, language, experience, knowledge and abilities/competencies). Only those applicants who meet the Essential Requirements will be contacted for further assessment on the Rated Requirements.
The High Commission of Canada in Singapore is committed to conducting inclusive, barrier-free selection processes.
Reference verifications shall be conducted as part of the hiring process.