Common Services Assistant Material Management

Summary of Duties:

Under the supervision of the Property and Material Officer, the employee develops a program for the maintenance, repairs, upkeep of property (Official Residence, Chancery , Staff Quarters etc.); maintains working relations with appropriate suppliers and contractors; supervises the work of contractors and technicians; determines the service requirements for regular maintenance of key systems; gathers data to support the development of the budget for the operation and maintenance of the Chancery and Official Residence; leads on all contracts relating to the Official Residence and Chancery, following any applicable contractual obligations; prepares all invoices/financial documents relating to properties and materiel management; and performs other duties as needed.

Area of Selection:

This selection process is open to external applicants eligible to live and work in Ethiopia at the time of appointment and to mission employees occupying an indeterminate or term position, including emergency employees. Candidates must be legally authorized to work in Ethiopia.

Please note that the Embassy of Canada to Ethiopia 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.

• University Degree

Language:

• Fluency in spoken and written English
• Fluency in spoken and written Amharic

Experience:

• Work experience in supervising contractors and/or technical workers
• A minimum of one (1) year of work experience in providing office administration support, including tasks such as maintaining records and filing systems, preparing routine reports, handling invoices or procurement documents, and coordinating supplies.

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 principles of facility or property management, including maintenance and building evaluation
• Knowledge of principles of material management, supply chain and logistics
• Knowledge of general administrative tasks including invoice payment, contracts, etc.
• Knowledge of Microsoft Excel and knowledge of other Microsoft Office software

Competencies:

• Attention to detail
• Judgement and Discretion
• Initiative and action oriented
• Adaptability and Flexibility

Abilities:

• Ability to work independently
• Ability to supervise contractors
• Ability to work under pressure, plan, organize and prioritize multiple tasks
• Ability to work courteously and effectively in a multinational team.
• Ability to effectively communicate in both English and Amharic writing and orally

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.

• Engineering Degree (Mechanical, Civil, Electromechanical) or related field degree (Construction, Project Management)
• Experience working in a diplomatic mission, a government agency, or an international organization;
• Experience working in Project Management or Construction
• Experience working with SAP or similar software

Operational Requirements:

• Hours of work: 37.5 hours per week;
• Valid driver's license.
• Must be able to work overtime as required (sometimes at short notice)
• Must be willing to sometimes be available on call outside normal business hours
• Must be willing to accept that leave & vacation might be limited during the period of June to August
• Adhere to Government of 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:

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