Common Services Officer, Property

Summary of Duties:

The Common Services Program is responsible for the effective and efficient management and operations of the Government of Canada network of missions across Japan.  

 

The Common Services Officer (CSO) will provide services to the Embassy of Canada’s property and materiel business lines, which includes procurement, maintenance and management of the mission’s property portfolio.  The portfolio includes the chancery in Tokyo, offices in Nagoya, Osaka, Fukuoka and Sapporo, the official residence and diplomatic staff quarters.

 

The CSO will work with a diverse internal client base in support of the planning, coordination and arrangement of office and staff quarter accommodations and furnishings. The CSO will also liaise with a range of external contacts and vendors in facilities management, contracting and leasing.   

 

The CSO will work closely with a team to deliver installation and repair services, materiel furnishing services and will supervise an employee/s in the coordination and administration of contracting and protocol duties.   

 

Area of Selection:

 

This selection process is open to external applicants legally residing in Japan at the time of appointment, and to employees of the Government of Canada missions based in Japan occupying an indeterminate a term position, including emergency employees. Candidates must be legally authorized to work in Japan.

Short-listed candidates should be able to participate in tests and/or interviews. Successful candidates requiring relocation to Tokyo shall do so at their own expense.

 

Please note that the Embassy of Canada to Japan 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.

 

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.

• Successful completion of Bachelor's degree or undergraduate diploma.

 

Language:

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

 

Experience:

This position requires the following experience acquired in the past 10 years:

• A minimum of 2 years of work experience managing employees.
• A minimum of 2 years of work experience providing client service.
• A minimum of 4 years of work experience in preparing reports, correspondence and/or briefing products.
• A minimum of 4 years of work experience in organizing, planning, managing projects and/or events.

 

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 Microsoft Office 365 Suite and Web-based applications
• Knowledge of public administration, business management and/or project management

 

Competencies:

• Strategic Thinking and Decision Making
• Organization and Coordination
• Initiative and Action Orientation
• People Management
• Working with Others and Horizontal Leadership 
• Resilience and Adaptability
• Judgement and Discretion

 

Abilities: 

• Ability to communicate effectively, both orally and in writing;
• Ability to work with a diverse client base, while applying an intersectional lens to initiatives, with a view to advancing the organization in the areas of diversity, equity and inclusion.

 

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 written and spoken French;
• Experience in an organization with international activities, a diplomatic mission or in a multilateral organization;
• Experience in the area of property management.

 

Operational Requirements:

• Be able to stand for 60 minutes, bend, kneel and lift up to 10 kg.
• Willingness and ability to travel domestically as required.
• Willingness and ability to work overtime outside normal working hours (e.g. early mornings, evenings and weekends) and potentially on short notice.
• Valid driver’s license to be able to drive in Japan

 

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.

 

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.

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 the Embassy of Canada to Japan 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 the Embassy of Canada to Japan 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.