Common Services Officer

 

SUMMARY OF DUTIES

The mission is seeking to fill a Common Services Officer (property) position for the common services program as well as various officer positions that may arise following this selection process. Core responsibilities include but are not limited to: Procurement and Official residence and Chancery Stewardship - Human Resources - Budget and Finance.

I. Procurement and Official residence and Chancery Stewardship

• Provide services to the property business line including procurement and management of the mission’s property portfolio and other properties.
• Provide services to the property business line that may include maintenance of the mission’s chanceries, official residences, staff quarters and other properties and their building systems and planning the relocation season.
• Provide technical guidance and recommendations to internal and external clients and advice to management related to the service delivered and develop and recommend improvements or courses of action to the Program Manager to improve effectiveness, efficiency and cost-effectiveness of processes and services.
• Overseeing material-related daily operations of the chancery and official residence in collaboration with members of the material management unit.
• Managing the procurement processes for various goods and services in support of mission needs, including the development of sourcing strategies, statements of work, requests for quotations/proposals, purchase orders, standing offers, outline agreements, and amendments, while conducting quality control reviews to ensure compliance, accuracy, value for money, and adherence to departmental procurement policies and procedures.
• Overseeing and refining processes and tools related to inventory and lifecycle management of equipment, consumables and furniture (Including organizing auctions).
• Liaising with contractors and landlords and collaborating with the CSDP in Brussels and Headquarters (Ottawa) to support operational requirements.

II. Human Resources

• Assisting the section head in the overall management of the mission’s property team.
• The Common Services Officer coordinate the work of program staff in related area(s), and will directly supervise the work of one or more assistants and non-office staff position(s), and contractor(s), including establishing objectives, assigning and monitoring work and conducting related performance management assessments.
• Ensuring supervision and leave, overtime and training of members of the property, procurement and material team.

III. Budget and Finance

• Tracking budget for property and material expenditures to ensure that adequate funds are available in the respective lines for the Department.
• Forecasting and preparing property and material budgets and monthly FINSTAT updates.
• Ensuring timely payments to vendors and contractors for the department, such as rents and utility bills for crown-owned and -leased properties.
• Preparing financial documents for submission and obtaining required approvals and signatures to ensure compliance with procedures for all areas of responsibility.
• Tracking VAT requests and making sure they are submitted on time.

 

AREA OF SELECTION

This selection process is open to all applicants, who have the right to reside and legally authorized to work in Egypt, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years of age, who meet all the essential qualifications and whose applications are received by the closing date. 

Please note that the Embassy of Canada to Egypt 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 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 from a legally recognized university or business school in Public administration and/or Business administration, project management and/or property management or any other discipline relevant to the position;

OR

• • • An equivalent combination of education, training, and an additional three years of working experience in a related field.

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.

• • • An advanced proficiency level (reading, writing, comprehension, and speaking) in English.
    • An advanced proficiency level (reading, writing, comprehension, and speaking) in Arabic.

Experience

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

• • • At least (4) fours years cumulative relevant experience in in a similar administrative position (or at least seven years of such experience for any candidate without a bachelor’s degree per the above education requirement).
    • Professional recent * experience in supervision management of a team for at least (2) years.
    • Professional experience in managing budgets.
    • Professional experience in contract and procurement management.

*Recent experience is defined as within the past five (5) years.

Competencies

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

• • • Operational knowledge of procurement, contract management and inventory principles and real estate market.
    • Knowledge of the real estate market and the laws and regulations governing the rental of buildings in Cairo.
    • Knowledge of financial management.
    • Knowledge of workplace health and safety principles.
    • Advanced knowledge of Microsoft office suite (word, excel, outlook) notably for budget and inventory tracking purposes.
    • People Management including supervising employees and contribute to a positive, inclusive, team-oriented workplace.
    • Planning under tight and competing deadlines and conflicting priorities.
    • Networking and Alliance Building (including internal management and key stakeholders such as owners and service providers).
    • Client Orientation.
    • Judgment and Discretion (including the ability to identify, address and prevent misconduct, fraud risks and non-compliance).
    • Strategic Thinking and Decision Making (including the ability to identify opportunities, address challenges and drive results).
    • Written Communication.
    • Oral Interaction.

*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.

• Similar experience in a position at a diplomatic mission or international organization.
• Ability to understand and communicate verbally in French.
• Experience working with SAP.
• Experience in quality assurance and quality control, as well as knowledge of fraud prevention, internal controls, and risk management practices.

 

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 and be available to answer, in case of emergency, telephone calls that may occur after regular hours including weekends and holidays.
• Travel: This position may require limited occasional travel domestically (different locations in Cairo).

 

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.
• Before an offer of employment can be made, candidates must provide a local address as proof of residence in the specific city, region or country so that if selected, it will appear on the offer letter.
• The appointment of the successful candidates will be subject to Medical Clearance.

 

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 may be required to upload a CV and/or a cover letter 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-BREU@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 Embassy of Canada to Egypt 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 Egypt 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-BREU@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 Egypt,  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.