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Job Ref:

Job Title:
Common Service Assistant – Property

AED 165,526 gross per annum

Vacancy type:

Term Details:
This position is a Locally Engaged Staff (LES) position, subject to the Terms and Conditions of Employment for LES in United Arab Emirates.



Embassy of Canada in Abu Dhabi, United Arab Emirates

Closing date for applications:
14-09-2019 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of an officer or manager, the Common Service Assistant is accountable for the provision of administrative support services for mission common services;
Is responsible for the provision of documents, contracts, information and a variety of administrative services in support of material management, procurement, contracting, property and facilities management processes;
Researches, compiles, inputs and maintains data in departmental electronic systems; responds to service requests from clientele within the mission and/or an in-country (or countries of accreditation) network and in support of operations in a regional context;
Collects, scans, reviews and uploads received documentation into departmental integrated automated financial, procurement and HRMS systems. Prepares and submits forms on different systems and to different recipients;
Under the direction of the supervisor, drafts and sends written correspondence to clients, contacts, contractors, service providers, and internal administration. Prepares documents and reviews for errors, omissions, and advises supervisor when corrections are needed;
Contributes to the development and supports the implementation of new or improved systems, processes and procedures in accordance with the needs and priorities of the mission;
Coordinates meetings, events, schedules and assists with travel plans when required;
When necessary and possible, carries out informal interpretation or translation between the local language and one or both official languages of Canada, according to the instructions of the supervisor;
Performs other duties as required.

Essential qualifications:
Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and Curriculum Vitae (CV) how they meet each of these essential qualifications.

• University degree from an accredited university; or
• A technical diploma with 4 years of relevant experience.

• Fluent* in (speaking, reading, and writing) English.

* Fluency will be assessed by a variety of means including written assessment and interview.

• Minimum 3 years of recent** experience (a) working in procurement or material management, or (b) working in an automated office (i.e. working with computer software) in an administrative position.

** Recent experience refers to the cumulative depth and breadth of experience associated with having performed a broad range of related activities within the last 8 years. Experience will be assessed on the basis of scope, quantity, complexity, and diversity of the work performed, and degree of autonomy.

Rated Requirements

The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.


• Knowledge of real estate leases and management in the UAE;
• Knowledge of procurement and contracting from suppliers and service providers;
• Knowledge of North American or European quality standards of furnishings, appliances, office supplies and equipment, etc., and repairs;
• Ability to identify problems and devise effective solutions;
• Ability to persuade, influence, negotiate, and build relationships in a business context;
• Ability to work under pressure effectively and efficiently, with good judgement, and managing competing demands and priorities;
• Attention to detail, quality, and deadlines (e.g. data analysis and budgeting capabilities);
• Organizational abilities (e.g. coordinate, organize, and implement the purchase of a variety of materials; good time management);
• Effective interactive communication - oral and written (with internal and external stakeholders);
• Self-initiative and the ability to work independently;
• Ability to carry out basic mathematical functions without the assistance of a calculator;
• Ability to learn and follow detailed policies governing procedures and authorities;
• Professional integrity and ethical and sound judgement within a global context;
• Flexibility and adaptability;
• Intercultural proficiency and strong interpersonal skills with the ability to interact effectively and respectfully with people from diverse cultures;
• Ability to work as part of a team within a hierarchy;
• Discretion (able to handle sensitive and confidential information with diplomacy).

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.
• Work experience in Canada or abroad, in an organization linked to Canada or in a diplomatic, governmental, or international organization;
• Certification in quality control (e.g. Six Sigma) and/or project management (e.g. PMI, PRINCE2);
• Ability to communicate in Hindi, Malayalam, or Arabic;
• Fluency in French (read, write, speak).

Organizational Needs:

Operational Requirements:
• Required to interact and negotiate directly with contractors and service providers;
• Ability to work overtime on occasion when operationally necessary;
• Ability to travel ( within the UAE );
• Vacation time, particularly during May to September, may be restricted due to operational requirements.

Condition(s) of Employment:
• Able to obtain and maintain a Government of Canada Reliability Status clearance;
• Must be a resident of the UAE at the time of hire and must be eligible to work in UAE;
• Valid work permit or no impediments to obtain and hold one;
• Possession of a valid light motor vehicle driver’s license;
• Successful completion of a medical check-up by a mission approved physician.

Area of selection:
Open to external applicants (who hold a valid work/residency permit and reside in the UAE during the hiring process; in addition, the selected candidate must provide a local address as proof of UAE residence) and to employees occupying an indeterminate or term position at the Embassy of Canada in Abu Dhabi or the Consulate General of Canada in Dubai, who meet all of the essential qualifications and whose applications are received by the closing date. The Canadian Government is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit. Please note; Relocation expenses will not be paid in any circumstance, and candidates with a tourist or visit visa are not eligible.

Important Notes:
• Candidates are also required to upload a cover letter and CV in English or French. Applications which do not include all of the requested documents or information will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to so will result in the application being rejected.

Please review the Work Description attached and the Statement of Qualifications above prior to submitting an application.
Your application will not be considered if you do not clearly demonstrate in both your resume and cover letter how you meet the essential qualifications.
Short-listed candidates will be asked to provide proof of their residence status and at least 2 recent references. The successful candidate will be asked to provide us with a clean police certificate and credit report to obtain the necessary security clearance.

• Only applications submitted in one of the official languages of Canada will be accepted (English or French). Candidates are entitled to participate in the recruitment process in the official language of their choice and to indicate their preferred official language in their application.
• Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required.
• Candidates who apply to this vacancy should include an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks will be sought for candidates that reach interview stage and may form part of the selection process.
• The Embassy of Canada in Abu Dhabi does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Candidates requiring any special assistance in attending exams or interviews are requested to inform us.
• The results of this competition may also be used to establish an eligibility list of staff for similar openings at the Embassy of Canada in Abu Dhabi and the Consulate General in Dubai which may arise in the 12 months following the completion of this competition.
• If you have any questions at any stage of the process please send an email to

Sorry, this vacancy is closed.

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