Common Services Officer

Summary of Duties:

• Property Management: Oversee the daily operations, maintenance, and upkeep of the Chancery (office building), the Official Residence, and staff residences.
• Budget Planning and Oversight: Prepare annual budget estimates for property and material needs, monitor expenditures, and ensure financial accountability throughout the year.
• Project Management: Plan and implement renovation projects, working closely with contractors and service providers to deliver on time and within budget.
• Contract Management and Procurement: Manage the procurement process for goods, services, and property leases; negotiate contracts and lease agreements; liaise with vendors and landlords to ensure quality and value.
• Client Servicing: Provide timely and professional support to clients (Canadian employees and internal stakeholders), ensuring their property, transport, and relocation needs are met effectively.
• Team Supervision: Supervise and guide a small team to deliver high-quality property and transport services.
• Relocation Support: Coordinate housing arrangements, set-up, and logistics for Canadian employees arriving or departing as part of their diplomatic posting cycle.
• Stakeholder Engagement: Build and maintain strong working relationships with local government agencies, building management, service providers, suppliers, and other stakeholders to support effective property service delivery.
• Inventory Control: Maintain accurate records of furnishings and materials; ensure efficient tracking, storage, and replenishment of inventory.
• Furnishings and Equipment: Manage the renewal and maintenance of interior furnishings, equipment, and appliances to ensure all properties are functional, presentable, and comfortable.
• Transport Oversight: Manage the mission's vehicle fleet and ensure smooth day-to-day operations of driver services.
• General Administration: Handle other administrative tasks and provide operational support as needed to ensure program effectiveness.

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Area of Selection:

This selection process is open to applicants legally residing in Singapore at the time of appointment and to employees at the High Commission of Canada in Singapore. Candidates must be legally authorized to work in Singapore.

Please note that the High Commission of Canada in 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 Bachelor’s degree or an acceptable combination of education, training and relevant work experience

 

Language:

• Strong proficiency level in English (reading, writing, comprehension and speaking).

 

Experience:

Candidates must have at least 3 years of relevant work experience within the past 7 years,including:

• Supervising and managing a team
• Budget planning, financial tracking, and inventory control
• Coordinating renovation or maintenance projects (project management), handling property maintenance and repair activities
• Providing client-facing services or support
• Managing procurement, contracts, vendors, and material management, including tracking, storage, and distribution of furnishings, equipment, and supplies
• Managing real estate leasing or facilities-related matters

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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:

• Property and project management, including maintenance of the Chancery, Official Residence, and staff residences; real estate leasing and employee relocation coordination; project planning (scope, time, cost, risk); and strong technical knowledge of building systems, construction methods, and property infrastructure.
• Financial and resource management, including budgeting, forecasting, expenditure tracking, procurement, contracting, and inventory control.
• Client service delivery and administrative support in the context of operational and facilities services.
• Digital tools and platforms, including Microsoft Office 365 (Outlook, Excel, Word), Teams, SharePoint, and web-based search tools.

 

Competencies:

• Analytical thinking and problem solving
• Effective interpersonal skills
• Initiative and action orientation
• Client service orientation
• Work independently and with others
• Resilience and adaptability
• Judgement and discretion
• Integrity

 

Abilities: 

• Ability to communicate effectively in English, both orally and in writing
• Ability to provide excellent client service, maintaining composure and professionalism when dealing with challenging situations
• Ability to manage time, establish priorities, and respect deadlines
• Ability to supervise and guide a team effectively

 

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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 written and spoken French
• Experience working in a diplomatic mission or in a multinational organization
• Supporting employee relocation, including housing set-up and move coordination

 

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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
• Must be physically able to handle typical duties of the role, including standing for extended periods, bending, kneeling, and occasionally lifting and moving moderately heavy items.

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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 will be required to undergo a pre-employment medical examination.
• Candidates must provide their Singapore citizenship or Permanent Resident NRIC number with their application.
• Be able to work legally in Singapore at the time of application. The High Commission of Canada in Singapore does not sponsor any employment or work pass applications to the Ministry of Manpower.

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

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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 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.
• 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 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.