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Job Ref:

Job Title:
Common Services Coordinator

JPY 6,253,152 to JPY 10,588,675 per annum. The starting salary will be the lowest amount of the salary range.

Vacancy type:

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



Embassy of Canada in Tokyo, Japan

Closing date for applications:
14-11-2021 at 23:59 UTC/GMT

Summary of position:
This is an exciting opportunity to work at the Embassy of Canada in Japan, a government organization whose core business is to promote Canadian and bilateral interests in Japan. The Embassy of Canada is seeking a candidate for the Property Section who will provide relocation support to diplomatic staff and respond to client service requests for physical resources of the Embassy.

Under general supervision of the Material and Accommodation Officer, responsibilities for this senior administrative support level position include:

• Provide services to Canada Based Staff such as but not limited to Foreign Service Directives administration, maintaining updated record and databases, coordinating departure and arrival services.
• Deliver protocol services including liaising closely with the local government concerning the application and administration of diplomatic privileges;
• Assist in property and materiel management services by monitoring and triaging requests from internal clients in a timely manner, and support relocation services and materiel management efforts.
• Provides advice and information to clients based on the use or adaptation of standard rules, practices and procedures pertaining to various types of requests, recommends changes on procedures and practices to improve effectiveness and efficiency.
• Coordinates and/or performs the research, collection, verification and management of information for a range of subjects, files and cases for areas of responsibility.
• Establishes and maintains a network of operational contacts with local and foreign governments, service providers, suppliers, organizations and agencies to exchange information on local policies, regulations, administrative procedures, trends and developments that may affect the delivery of services.

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 résumé how they meet each of the essential qualifications.

• Bachelor’s or equivalent degree from a recognized university in any discipline, OR an acceptable combination of education, training and work experience.

• Proficiency in English (oral and written)
• Proficiency in Japanese (oral and written)

• Minimum of three years of recent* relevant work experience in:
 Client service
 Property/materiel management
 Office/financial management
* Recent experience is defined as within the last 7 years

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 the principles of accounting, contracting and inventory management

• Ability to provide excellent client service, maintaining composure when dealing with challenging situations
• Ability to take initiative and make recommendations to implement solutions
• Ability to adapt and be flexible in problem solving
• Ability to plan and organize workflow including setting priorities to meet deadlines
• Excellent communication skills (oral and written)
• Excellent application of MSOffice (Word, Excel, Outlook, Office 365 applications including MSTeams) and other software and Apps
• Attention to detail
• Judgement and ability to analyse situations
• Teamwork

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 résumé.
• Proficiency in French (oral and written)
• Significant experience in a similar role in a diplomatic mission or an international organization

Organizational Needs:

Operational Requirements:
• Occasional travel and overtime may be required.
• Candidates must be able and committed to work additional hours as required, and on short notice, which may include evenings and weekends.
• Working hours are 37.5 hours per week, Monday to Friday, 09:00 to 17:30 with a one-hour lunch break 12:30-13:30. Saturdays and Sundays are rest days.

Condition(s) of Employment:
The successful candidate must:
• Be eligible to work in Japan and must possess all valid work authorization covering the employment period (i.e. Japanese nationality, long-term/permanent residency, or their spouse/dependant).
• Have a valid “Reliability Status”; security check is required prior to appointment. The required level of security clearance must be maintained throughout the employment period.
• Health assessment may be requested at the discretion of the Head of Mission
• All new hires on or after the effective date of October 6, 2021 are required to be fully vaccinated as a condition of employment and to attest that they are fully vaccinated prior to their starting date unless accommodation measures are granted.

Area of selection:
This position is open to individuals who are eligible to work without restrictions in Japan, who demonstrates how they meet all qualifications as outlined in the Statement of Merit Criteria below, and whose applications are received before the closing date, including embassy employees, spouse and dependents of Canada-based staff. Candidates must be available to participate in any tests and/or interviews at the Embassy of Canada to Japan, in Tokyo, during the competitive process. Please note that the Embassy of Canada to Japan does not sponsor work authorizations directly or indirectly. The Government of Canada is an equal opportunities employer. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other factor. 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.

Important Notes:

• Applications must be submitted through this website by 23:59 GMT, November 14, 2021, Tokyo time.
• Only applications received through the aforementioned website before the closing date will be accepted.
• Applicants must indicate their work authorization in Japan for the duration of employment (i.e. Japanese nationality, long-term/permanent residency, or their spouse/dependant). Applicants without the required and appropriate work authorization will be eliminated.
• Applicants should send a cover letter and a résumé, in English or French, which address each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item.
• 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.
• We thank all applicants for their interest, but we will only contact those who pass the initial screening.


• Employee is eligible for commuting assistance (up to JPY 18,300 per month).
• Canadian citizens may be subject to deductions for employment insurance, Canada Pension Plan, and Canadian Income Tax.
• Please note that the Government of Canada does not reimburse any travel costs to and from exams/interviews nor does it reimburse any relocation costs.
• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.
• Applicants are entitled to participate in this appointment process in the Canadian official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at during the application process.
• The results of this recruitment process may also be used to establish an eligibility list of qualified candidates for similar positions with various linguistic requirements and/or profiles, and/or various tenures at the Embassy of Canada in Tokyo, Japan, which might arise in the 12 months following the completion of this recruitment process.
• Reference checks may be conducted in the appointment process.

Sorry, this vacancy is closed.

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