Property and Materiel Assistant

Under the general supervision of the Mission Administrative Officer the incumbent processes and maintains documents for the maintenance, repair, upkeep, and security of all Crown owned and leased properties; sources, procures and maintains records of furniture, supplies and materials; maintains working relations with appropriate suppliers and contractors, and liaises with owners of leased properties as instructed by the supervisor; gathers data for the development of the budget, plans, anticipates requirements, and provides active events and project support, assists in the monitoring and supervision of Chancery cleaning/maintenance contract; effects minor maintenance as required; and performs other duties.

Essential qualifications:

Candidates must demonstrate clearly in the cover letter how they meet the Education and Experience requirements listed below:

Language requirement:
Fluency in English (oral and written).

Education:
Degree from an accredited college, preferably in a field related to the duties of the position.

Experience:

• Strong recent administrative experience, with interest in real estate management.
• Recent experience in customer service and client support.
• Recent experience in office management including the purchase of supplies and sourcing of vendors.
• Recent experience with Microsoft Office Suite, e.g., Word, Excel, and Outlook.

• Note: Recent is defined as minimum of 2 years in past 5 years

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Asset Qualifications:

Candidates who meet the Education and Experience requirements will be assessed on the following qualifications.

Knowledge:

• Basic knowledge of budget management and procurement;
• Knowledge office management including the purchase of supplies and sourcing of vendors;
• Basic knowledge of property/facilities management including minor maintenance; and
• Knowledge and proficiency in computer software, including Microsoft Office Suite, e.g., Word, Excel and Outlook.

Abilities:

• Ability to communicate effectively orally and in writing;
• Ability to think things through;
• Ability to multitask and prioritize efficiently;
• Ability to work effectively in a team environment; and
• Ability to take initiative to identity and solve basic problems.

Personal Suitability:

• Adaptability and flexibility;
• Client Focus;
• Attention to detail;
• Organized;
• Integrity; and
• Teamwork and Cooperation.

Asset Qualifications:

• Ability to communicate in French is desirable.
• Basic knowledge of electrical, HVAC, and plumbing.
• Experience using SAP software is a plus.

Organizational Needs:

All applicants must:

• Have independent work authorization in the U.S. and status in accordance with U.S. protocol directives for foreign missions.
• Be resident in the United States; and
• Submit a resume and a one-page cover letter by the closing date. The one-page cover letter must:

 Demonstrate how you meet the essential requirements, including language, education and experience;
 Confirm residency in the United States;
 Confirm independent work authorization in the United States.
Note: Failure to provide any of the information required above will result in your application being rejected. All communication relating to this process, including email correspondence may be used in the assessment of qualifications.

Operational Requirements:

Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.5 hours per week. Travel within the local New York metro area.

Condition(s) of Employment:

Area of selection:

• Persons living in the tri-state area of New York. • Employees of the Permanent Mission to the United Nations or Canadian Consulate General in New York. • Employees of any Canadian Mission in the United States (Relocation will not be paid in any circumstance). • Spouses and dependents of Canada-based staff at the two New York Missions.

Important Notes:

Selection procedure: The staffing process will consist of a review of all applications to ensure that applicants meet the essential requirements. Please note that failure to meet any of the essential qualifications eliminates candidates from further consideration in the competition. Only those applicants who meet these will be contacted by the Human Resources Section for an interview and/or other form(s) of assessment (a written test, an in-basket exercise, and /or a skills test) of the Rated Requirements for the position. All candidates are required to show proof of legal status to live and work in the US. Reference verifications may also be carried out.

The Consulate General is committed to conducting inclusive, barrier-free selection processes.

The Consulate General offers a competitive salary, generous leave and a strong benefits package to include medical, dental, long term disability, and a retirement savings plan to name a few.

Method of application:
Apply by the closing date.
In completing their applications, candidates will confirm that they meet all the essential requirements and take care to relate their work experience to the position description and indicate the position number.
All submissions must be electronic; hard copy applications will not be accepted. Please indicate the competition number on all correspondence.