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Job Ref:

Job Title:
Common Service Officer

DKK 493,836 gross per annum

Vacancy type:

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



Copenhagen, Denmark

Closing date for applications:
03-01-2019 At midnight UTC/GMT

Summary of position:
Under the direction of the Mission Administration Officer (MAO), the Common service officer is responsible primarily for the delivery of the following common services: financial, property and facilities management, material management and procurement; and the management of related information and documentation of the services in accordance with established policies, guidelines and procedures.
This includes inter alia:
• provides guidance and recommendations to the Mission Administration Officer on Common Service budget expenditures, spending patterns;
• prepares regular forecast and annual budgets;
• prepares requests and documents through a Common Service Delivery Point for action and liaises with them on behalf of mission management for follow up as needed;
• plans and administers services related to the procurement needs and maintenance of the chancery and rental properties, as appropriate, as well as repair and maintenance contracts, and provides consultative services in respect to purchasing;
• prepares the annual estimates and budget input for operational and maintenance requirements as well as undertaking ongoing budget monitoring;
• performs other duties as required;
• may be asked to supervise employees.

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.

• Successful completion of a college or a university degree from a recognized college or a university or a combination of education and experience which equals four (4) year’s over and above the experience specified below.

• Fluency in English (oral, reading and writing)
• Fluency in Danish (oral, reading and writing)

• Minimum 3 years of recent* experience working in an office with main duties related to two (2) or more of the following areas:
-Finance management and budget reporting
-Property/Asset Management
• Recent experience in procurement and contracting from suppliers and service providers;
• Recent experience in an administrative role establishing and maintaining filing systems, maintaining accurate records, processing financial transactions, interpreting and implementing policy guidance.
• Experience working in SAP Financial or similar accounting software;

*Recent is defined as within the last 5 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 budgeting and expenditure principals such as planning, forecasting, monitoring;
• Knowledge of general administrative practices and procedures;
• Knowledge of property management, in particular preventative maintenance, repair, upkeep of buildings, physical resources, leasing and acquisition;
•Knowledge of Microsoft Office (Word, Excel, Outlook Mail).

•Strong analytical and budgeting skills;
• Focus on quality and details;
• Strong ability to set priorities, plan, multi-task and manage time/workload effectively;
• Ability to search/analyze information to make recommendations regarding financial, contractual property and administrative matters;
• Strong ability to effectively communicate with management, colleagues, clients and service providers;
• Ability to work independently as well as efficiently in a team environment;
• Initiative and sound judgement;
• Discretion, honesty, integrity, adaptability and flexibility;
• Strong client Management and client services skills;
• Effective interactive communication-oral and written.

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.
• Previous experience working in an international environment;
• Fluency in French (oral, reading and writing).

Organizational Needs:

Operational Requirements:
•Hours of work: 37.5 hours per week, 5 days per week
• Willingness and ability to work overtime, sometimes on short notice and during busy periods
• Willingness to undergo training
• Ability to travel (domestic and/or international)
• Annual leave may be restricted during busy periods due to operational requirements

Condition(s) of Employment:
• Candidates must have a valid work permit for Denmark at the time of submitting their application.
• 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.
• The appointment of the successful candidate is subject to obtaining security clearance. The candidate will be required to provide some or all of the following documents:
o Police/criminal record certificate
o Credit check
o Certificate of Canadian Citizenship (if applicable)
o Birth Certificate
o 2 X recent passport photos
o Certificate (s) of employment/letter (s) and reference
o School certificates/diplomas (must be legalized if not Canadian diplomas)
o Contact details of immediate family members

Area of selection:
Open to internal and external applicants who are legal residents or citizens of Denmark, 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 in Copenhagen, Denmark 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 on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor.

Important Notes:
How to apply
• Please follow the link and complete the online application form.
• Candidates are also required to upload a cover letter and CV in English or French. Applications which do not include all of the requested documents or information will be rejected.
• 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.

• 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. As English and Danish are the required languages for this position, both of these languages will be evaluated in this process. For those with French capability indicated, French may also be tested. Please indicate the preferred official language in the 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 Copenhagen, Denmark 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 Copenhagen, Denmark which might arise in the 12 months following the completion of this recruitment process.
• If you have any questions at any stage of the recruitment process, please send an email to:

Sorry, this vacancy is closed.

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