View Vacancy - Corporate Services Officer, Estates

The British High Commission in Ottawa seeks a Corporate Services Officer to join its Canada Network (CANET) Corporate Services Team. The CANET Corporate Services Team provides a wide range of services to both UK diplomats and locally engaged staff.  It is responsible for the efficient running of the Canada Network and provides all the support services needed for its day-to-day operation. The Canada Network is comprised of the British High Commission in Ottawa and Consulate Generals in Toronto, Montreal, Calgary and Vancouver.

The Corporate Services Officer (CSO-E) will focus primarily on, office operations, accommodation and furnishings in Ottawa but can also expect duties in other corporate services functions such as finance and procurement. As part of a global team, the jobholder will be responsible for day to day corporate services tasks at Post working in liaison with the functional leads based in Ottawa, Washington or the UK.

The job holder reports directly to the Canada Network Asset Manager in Ottawa. The CSO-E covers for the AM in her absence.

Duties & Responsibilities:

Office Maintenance, Accommodations and Furnishings (65%) 

• Support the Asset Manager by ensuring an efficient and smooth running office. Deliver a safe, healthy and sustainable office environment for High Commission staff and commercial tenants. Lead projects and activities to improve the High Commission’s working environment.
• Responsible for office cleaning, signage, stakeholder communications and customer relationship management.
• Co-ordinate scheduling and communication of the Post Preventative Maintenance Programme and Health, Safety and Security compliance inspections.
• Prepare residential properties for incoming diplomatic staff including minor maintenance works, cleaning, redecoration and furnishings in accordance with FCO policies and Post’s annual plan.
• Maintain property and inventory records in the FCO’s property database (PYRAMID) and other information systems.  
• Manage residential and commercial furniture inventories as well as the domestic equipment float, checking the condition and updating the rolling furniture replacement programme.  Dispose of surplus furniture stock by running auctions.
• Manage minor maintenance projects, including stakeholder consultation, procurement, works scheduling, contractor supervision, and quality control.
• Manage residential leases and utility accounts, engage with landlords and occupants. Monitor and track utility usage across the Canada Network estate.
• Assist the Asset Manager/Post Health and Safety Co-ordinator to ensure FCO health & safety policy, procedures and systems of work are understood, implemented and monitored at the office and residential properties at Post.

 Finance & Procurement (20%) 

• Execute FCO purchase order requisitioning, receiving, supplier maintenance and contract management in accordance with FCO policies.
• Obtain quotes, research suppliers, pay invoices and track expenditure by individual property. Ensure that value-for-money objectives are achieved and resolve issues with invoices.
• Monitor and track the rent and utility budgets, forecasting annual and monthly expenditure accurately and ensuring payments are processed correctly in OBIEE.
• Reconcile monthly government procurement card expenditure. Update monthly activity recording in central database (PRISM).

 Other (15%)

• Support for other Corporate Delivery and providing cover for other non estates colleagues.
• Organize Corporate Services engagement activities.
• Assistant Logistics Officer for Crisis Contingency Planning and exercises.
• Learning and development activities, including mandatory e-learning

• Post secondary education in a relevant field or equivalent experience
• 1-2 + years experience in a similar role (e.g.  public service/government, customer service, estates management, or project delivery)
• Experience in stakeholder management and customer engagement. Strong communications and interpersonal skills.
• Excellent self-management, attention to detail and organizational skills
• Ability to work under pressure and prioritize effectively in the midst of conflicting priorities and competing demands
• IT and numerical skills, particularly in the Microsoft Office Suite, including Excel, Word, Outlook and Project
• Positive outlook with a can do attitude
• Valid Driver’s license and ability to self-drive the High Commission’s vehicle

Appointment requires pre-existing legal status to live and work in Canada and will be subject to satisfactory references and local and overseas security clearances.