Common Services Assistant (Property)

Компания "Embassy of Canada"

Summary of Duties:

The Common Services Program is responsible for the effective and efficient management and operations of the mission through the provision of high quality common services to the Government of Canada's international network of missions. The position is an administrative support level position of the Common Services Program. The position typically reports to a Common Services Officer (CSO) or higher. Work is performed under general supervision and include activities in the following 7 areas:

• Real Property – Provide services to the property business line including procurement and management of the mission’s property portfolio and other properties.
• Property Maintenance – 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.
• Material Management – Provide services of minor purchasing, receipt, inventory, storage, distribution, interior decoration, maintenance, repair, and disposal of materiel for the mission.
• Contracting and Procurement – Provide contracting services including procurement of goods or services up to the mission’s delegated authority.
• Common Services Program Support - Provide administrative support services to the Common Services program.
• Information Management/Information Technology – Provide initial problem resolution, basic technical support and advice, and coaching to the client community at the mission, in the absence of an on-site ITP.
• Events Coordination – Provide logistics services for mission hospitality and team-building events and for other events as determined.

Area of Selection:

Open to internal and external applicants who are legal residents or citizens of the Republic of Kazakhstan, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that the Embassy of Canada to Kazakhstan, the Kyrgyz Republic, Tajikistan, Turkmenistan, and Uzbekistan 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.

• Bachelor’s Degree from a recognized university or equivalent experience*.

Language:

• Proficiency in English (oral and written)
• Proficiency in Russian (oral and written)

Experience:

• 6 months of experience working with clients (internal or external).
• 12 months of experience in procurement OR property management OR technical fields.

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 general administrative principles, including but not limited to filling, office organizational procedures, generally accepted meeting, email and phone etiquette, etc.
• Knowledge of financial and administrative practices and procedures

Competencies:

• Proficiency in the use of Microsoft Outlook and Microsoft Excel
• Ability to communicate effectively in English and in Russian, both orally and in writing
• Attention to detail including ability to follow instructions
• Organizational skills
• Ability to manage and prioritize tasks
• Critical thinking and judgement
• Values and ethics - Serving through integrity and respect
• Teamwork and cooperation

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 in their cover letter and CV.

• Proficiency in Kazakh (oral and written)

• 2 years of property management or civil engineering experience over and above the experience specified below.
• 6 months of experience providing administrative or technical support at the diplomatic missions or International Organization.

Operational Requirements:

• Hours of Work: 37.5 hours per week, 5 days a week
• Ability to work overtime, including on weekends (compensated)
• Ability to travel and attend offsite meetings.
• Willingness and ability to undergo training.
• Adhere to Canada's Code on Values & Ethics.

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:

• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain an Enhanced Reliability security screening .
• The successful candidate must be legally entitled to work in the Republic of Kazakhstan
• The successful candidate must disclose to the Embassy if they hold Canadian citizenship before being employed at the Embassy or if they obtain Canadian citizenship at any time during their employment with the Embassy.
• Successful completion of up to 1 year probation period
How to Apply

• You must submit your application using the "Apply online" function which is indicated in "contact information" below. Only applications submitted via VidCruiter using link in "contact information" below 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 the email address indicated in "contact information" below prior to the closing date. Failure to do so will result in the application being rejected.

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