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Job Ref:

Job Title:
Common Services Officer (Property and Material Manager)

Starting annual salary 144,162 PLN gross

Vacancy type:

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



Warsaw, Poland

Closing date for applications:
29-11-2020 at 23:59 UTC/GMT

Summary of position:
Under the direction of the Deputy Post Administrative Officer, plans and administers services related to the procurement and maintenance of the Mission's staff quarters and chancery; plans and administers activities related to interior decoration of staff quarters, and the supply and maintenance of required furnishings, equipment and appliances; maintains contact with local real estate and construction industries, negotiates lease renewals and repair and maintenance contracts, and provides consultative services in respect to purchasing; supervises three locally-engaged staff; prepares the annual estimates and budget input for operations and maintenance requirements; and performs other duties.

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.

• Bachelor’s degree in Property Management, Architecture, Project Management or similar field from recognizable university; or
• A combination of appropriate training and experience of at least 5 years of recent experience* in a field similar to this position such as property management, architecture, interior decorating, project management.

*Recent is defined as within the past 10 years.

• Fluency in Polish (oral & written)
• Fluency in English (oral & written)

• Minimum 3 years of recent experience* working in a field similar to this position such as property management, architecture, project management.
• Experience in a senior administrative/management role with duties including project management, property and procurement management.

*Recent is defined as within the past 10 years.

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 Microsoft Office (Word, Excel, Outlook)
• Knowledge of standard administrative procedures and practices

• Effective interactive communication – oral and written
• Ability to plan and organize workflow, coordinate information
• Attention to detail
• Ability to coordinate conflicting priorities within tight deadlines and meet work targets
• Ability to provide quality services to clients
• Ability to work independently as well as in team environment
• Network/Alliance Building
• Initiative and sound judgement
• Flexibility and adaptability
• Honesty, discretion and integrity
• Ability to decorate interior and outdoor spaces
• Leadership and supervision skills

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.

• Experience working in a diplomatic mission
• Knowledge of French (oral and written)
• Experience in interior decorating
• Experience in a budget planning
• Experience in property real estate
• Experience in team management

Organizational Needs:

Operational Requirements:
• May be required to work overtime, weekends and after normal working hours on occasions. Hours of work: Normal working week 37.5 hours (7.5 hours per day).

Condition(s) of Employment:
• Any job offer is subject to receipt of satisfactory references and the ability to obtain and maintain a Reliability security screening (including a criminal record and credit check).
• Proof of right to work in Poland and copies of educational qualifications will be required at the interview stage of the process.
• A labour medicine certificate will be required.

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Poland, 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 Poland 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:
• 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: prior to the closing date. Failure to 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 Embassy of Canada in Poland 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 Poland, which might arise in the 12 months following the completion of this recruitment process.

Sorry, this vacancy is closed.

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