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Job Ref:
3918

Job Title:
Regional Procurement and Contracting Assistant

Salary:
£31,440 gross per annum plus benefits

Vacancy type:
Indeterminate

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

Level:
Assistant

Classification:
LE-05

Location:
Canada House

Closing date for applications:
23-02-2020 at 23:59 UTC+1 / GMT+1

Summary of position:
Organisational Context

The CSDP-London is one of the seven regional centres of Global Affairs Canada (GAC).

The mandate of the CSDP is to ensure:

 Sustainability of common services at Missions abroad through standardized and streamlined business processes;
 Improved global governance of missions; and
 Reduced risk through improved internal controls and regulatory compliance.

To deliver its mandate, CSDP coordinates the efforts of the regional teams (HR, Finance and Contracting and Procurement) on cross-functional issues.

The objective of the Procurement and Contracting team is to increase effectiveness, efficiency and economy of public contracting of the Government of Canada at missions and to enhance the integrity and transparency of the contracting process.

Summary of Duties

Under the direct supervision of the Regional Procurement and Contracting Officer, the Regional Procurement and Contracting Assistant will closely work with clients to provide high quality services and timely processing of procurement requests with the overall goal of meeting the needs and requirements for missions.

The Procurement and Contracting Assistant is responsible for compiling and maintaining contracting activity data for assigned range of goods as well as providing basic contracting advice.

The contracting and procurement services consist of providing contracting advice; inputting data in the Department’ software SAP-MM, maintaining contracting files, reviewing received documents, and preparing and submitting forms.

The successful candidate will undergo an extensive procurement certification program lasting two years resulting in public procurement certificate approved by the Treasury Board of Canada.

Duties and Responsibilities
• Review all incoming requests to ensure completeness of information and supporting documentation;
• Log all incoming requests onto a tracking sheet and track delivery times;
• Liaise with requesters to ensure quick follow up of incomplete requests;
• Ensure that procurement threshold guidelines for CSDP are followed;
• Draft Regional Contract Review Board (RCRB) approvals where necessary;
• Process complete requests for purchase orders/services/contracts within 2 hours;
• Send the purchase orders/services/contracts to the clients and get signed copies;
• Assist with the preparation of tender documents and coordinate their timely dispatch by email;
• Assist in coordinating responses to requests for information from bidders;
• Assist in managing administrative processes throughout duration of the tendering processes until award of the contracts;
• Assist in maintaining up to date procurement and contracting manuals and documents;
• Maintain appropriated records to ensure that contracting processes, decisions, and contractual agreements are accurately documented for audit purpose;
• Maintain electronic filing, correspondence and requests in accordance with procedures and relevant filing rules;
• Coordinate communication with the contracting officer and provide basic advice on contracting policies and regulations;
• Assisting in the development and updating of templates, guidelines and training activities on contracting rules and procedures for clients;
• Perform other procurement and contracting duties as assigned by the Contracting Officer.


Essential qualifications:
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 CV how they meet each of these essential qualifications.

Education:

• A-Level or Equivalent or Higher

Language:

• Fluent in English (oral, written, comprehension)

Experience:

• Minimum of 3 years within the past 10 years in procurement/Contracting/finance/general administration function in private or public sector

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:

• Basic knowledge of Canada Public Procurement (motivation for the advertised position)
• IT skills in Microsoft Office Applications (Word, Excel, PowerPoint and Outlook)

Abilities/Competencies:

• Ability to communicate effectively (both oral and written)
• Teamwork & Cooperation
• Adaptability & Flexibility
• Demonstrating integrity and respect
• Analytical Skills
• Client Focus
• Initiative & Sound Judgment
• Attention to Detail

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.

• University degree
• Fluency in French
• Experience in the Public Sector or a large international company in procurement/Contracting/finance/general administration function
• Experience working with an integrated management of business processes (Enterprise Resource Planning - ERP) software such as SAP, Microsoft Dynamics, SAGE, Oracle, etc.

Organizational Needs:
• Uphold and respect contracting policies, rules and regulations.
• Provide a high quality and efficient service to support service delivery.

Operational Requirements:
• Overtime and weekend work may be required on occasion
• Commit to continuous learning and demonstrate resilience
• Normal work week of 37.5 hours per week, Monday to Friday at time to be arranged by the supervisor.

Condition(s) of Employment:
• Candidates must have a valid work authorization covering the entire employment period. If the employment is indeterminate, the work authorization should be permanent or itself lead to a permanent work authorization. Proof of right to work in United Kingdom will be required.
• Valid Passport
• 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.
• Obtain and maintain a reliability rating (security clearance) from the Government of Canada covering the entire employment period.

Area of selection:
Open to internal and external applicants who are legal residents or right to work in United Kingdom without restrictions, who meet all of the essential requirements stated below, and whose applications are received by the closing date. Please note that The High Commission of Canada in UK (CSDP) 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.

Important Notes:
How to apply
• Please follow the link http://wfca-tpce.com/vacancyView.php?requirementId=3918& and complete the online application form.
• Candidates are required to upload a cover letter and CV in English or French. Applications, which do not include the requested documents or information in the CV or cover letter, will be rejected. Any additional information must be included as part of these two attachments.
• Candidates who are unable to submit their application due to technical difficulties must report these to: LES-E-Recruitment-LDN@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• 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 candidates 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 High Commission of Canada in UK (CSDP) 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 recruitment process may also be used to establish an eligibility list of qualified candidates for similar openings at the Embassy of Canada in the UK, which might arise in the 12 months following the completion of this recruitment process.
• If you have any questions at any stage of the recruitment process, please send an email to: LES-E-Recruitment-LDN@international.gc.ca




Sorry, this vacancy is closed.

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