Common Services Officer (Property and Material)

Selection Process Nº: 113799-6

Salary: $85,129.00 USD plus benefits

Contract Type: Indeterminate (Full-time)

Term Details: This position is a Locally Engaged Staff position, subject to the Terms and Conditions of Employment for LES in USA.

Job Function: Officer

Classification: LE - O1

Location: the Consulate General of Canada in New York

Number of Vacancies: 1

Closing date for application: 29 March, 2023 at 23:59 UTC/GMT -5:00

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Summary of Duties:

Under the direction of the Property and Material Manager, in coordination with the wider Property & Material team, plans and administers services related to the procurement, upkeep, repair and preventative maintenance of the Government of Canada’s residential and commercial properties in New York City; procures and oversees upkeep of furnishings, equipment and appliances; fosters relationships with local real estate and construction industries, negotiates lease renewals and repair and maintenance contracts; Prepares scopes of work and project management oversight of major maintenance projects such as plumbing, electrical, painting/plastering, heating, general construction, etc; prepares the annual input and updates to the property management system as well as the multi-year property maintenance plan which includes estimates and budget input for operations and maintenance requirements; and performs other duties.

Area of Selection:

This selection process is open to all applicants legally residing in the United States at the time of appointment. Candidates must be legally authorized to work in the United States.

Please note that the Consulate General of Canada in New York 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.

• A bachelor’s degree from an accredited college or university; 

OR

• An acceptable combination of an associate’s degree and 5 years relevant experience to the specific areas of competence required by the position.
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Language:

• An advanced proficiency level (reading, writing, comprehension and speaking) in English.

Experience:

• At least three (3) years of recent* progressively responsible experience providing client service in a professional work environment, including experience in at least one (1) of the following areas: residential property management, facilities management, and/or, operations management.
• Recent* experience in budget and project management.

* Recent experience is defined as within the last 5 years. 

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 residential and/or commercial property management, including preventative maintenance, repair, upkeep of buildings and physical resources;
• Knowledge of the New York City real estate market including relevant building codes and regulations; 
• Knowledge of procurement and contracting from suppliers and service providers; and
• Knowledge in working with Microsoft office applications and mobile platforms.

Competencies:

• Adaptability/Flexibility;
• Client Focused;
• Proven team player; and
• Sound judgement.

Abilities: 

• Ability to evaluate problems, analyse options and provide recommendations for solutions, often within tight deadlines;
• Ability to assign, coordinate with team members and manage the work performance of staff and contractors;
• Ability to manage financial resources, plan and forecast budget requirements and provide strategic advice;
• Ability to draft scopes of work for the execution of routine repairs and preventative maintenance; and
• Ability to communicate effectively both orally and in writing, including the drafting of reports..

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.

• Working ability in oral and written French.
• Property Management/Real Estate Management certificate.
• Knowledge of leasing and acquisition/disposal of properties in the New York City market.

Operational Requirements:

• Normal hours of work for this position are in accordance with the Locally Engaged Staff (LES) regulations of 37.50 hours per week. Overtime, including mornings, evenings and weekends, may be required.
• Location of work: Work is primarily performed on-site at the office with limited flexibility for teleworking. Other sites include residential properties owned or leased by the Government of Canada in New York City and various commercial supplier retail establishments.
• Travel: This position requires frequent travel around New York City.

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.

Special Request from Mission / Additional Comments:

Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. 

Canada’s strength is diversity and it has played a key role in Canada’s history and development. Because of this, the Consulate General of Canada in New York values diversity, equity, and inclusion in our workforce. 

We offer a competitive salary, generous leave, 12 weeks of paid parental leave and a strong benefits package that includes medical, dental, long term disability and a retirement savings plan. Please find a summary of our benefits package and information on employment eligibility at: https://www.international.gc.ca/country-pays/us-eu/jobs-emplois/index.aspx?lang=en  

How to Apply

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Please only include information relevant to the vacancy as requested in the job poster.
• You must clearly demonstrate in answering the screening questions how you meet the education and experience factors listed in the essential and asset qualifications. You must provide specific examples to demonstrate clearly how you meet the qualifications. Global Affairs Canada cannot make any assumptions about your studies nor experience. Simply saying you have the required qualifications or listing your current duties will not be sufficient. Instead, you must provide concrete and detailed examples that clearly explain where, when, and how you gained the experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all of the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-WSHDC@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• The language requirement for this position is identified under the essential qualifications (language). In consequence, the assessment process for this vacancy will be conducted in English.
• 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 must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates who succeeded all of the assessments.
• Please note that the Consulate General of Canada in New York does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• As recently announced by the Government of Canada, the Policy for Mandatory Vaccination: Canada and the Mission Network is suspended as of June 20, 2022. The Government of Canada will continue to assess the need for additional public health measures, including the possible reintroduction of a vaccination mandate at a later date.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated during any phase of the evaluation process, please contact us at LES-E-Recruitment-WSHDC@international.gc.ca to request specialized accommodation. All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Consulate General of Canada in New York which might arise following the completion of this selection process.
• For Canadian citizens/residents and Canadian dual nationals, please note that it is your responsibility to enquire with the Canadian Revenue Agency about any possible taxation implications linked to an employment with the Government of Canada.

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