Common Services Officer (Logistics and Protocol)

Embassy of Canada; Makati; On-site; PHP 976,000 - 1,193,000; Full time

Job summary

Embassy of Canada to the Philippines is seeking a Common Service Officer (Logistics and Protocol) to oversee protocol and logistics for official visits and events in Manila. The role involves coordinating transportation, venues, hospitality, and security, while ensuring compliance with international and host-country requirements.

The incumbent will manage a team of logistics staff, plan itineraries, monitor service quality, and provide guidance on operational procedures and reporting.

Qualifications

• Bachelor's Degree or Undergraduate diploma in Business Administration or related field.
• Advanced English and Filipino proficiency required.
• Minimum 3 years of recent experience in logistics/operational support.
• Minimum 1 year of cumulative supervisory experience.
• Knowledge of government protocols and logistics coordination.

Responsibilities

• Coordinate logistics for official visits, VIP movements, and representational events.
• Lead and supervise a team of logistics and administrative staff; set objectives and monitor performance.
• Develop itineraries, movement plans, and contingency arrangements for events and visits.
• Coordinate transportation, accommodations, venues, hospitality, and security requirements.
• Serve as primary point of contact for protocol and logistics matters and resolve issues.

Skills

Logistics management

Staff supervision

Microsoft Office

Education

Bachelor's Degree in Business Administration

Job description

Common Service Officer (Logistics and Protocol)

Salary: PHP 1,084,927 per annum, plus bonuses and benefits, non-negotiable

Contract Type: Indeterminate (Full-time)

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

Job Function: Officer

Classification: LE-O1

Location: The Embassy of Canada to the Philippines

Number of Vacancies: 1

Closing date for application: 7 October 2026 at 23:59 Philippine Standard Time

SUMMARY OF DUTIES - Reporting to the Deputy Management and Consular Officer, the Common Services Officer (Logistics and Protocol) is responsible for planning, coordinating, and delivering protocol and logistics services in support of Embassy operations, official visits, VIP movements, Government of Canada delegations, and representational events. The incumbent ensures compliance with diplomatic protocols, Government of Canada policies, host-government requirements, and mission operational standards. Key responsibilities include, but are not limited to:

• Coordinating the work of 17 team members, including administrative staff, senior drivers, mail clerks, and supervises 4 or more direct reports; setting objectives, assigning and monitoring work, and performing performance management activities.

• Planning and coordinating logistics for VIP visits, ministerial visits, parliamentary delegations, trade missions, official events, and representational activities.

• Developing visit programs, itineraries, movement plans, and contingency arrangements, and coordinating transportation, accommodations, venues, hospitality, and security-related requirements.

• Serving as the primary point of contact for protocol and logistics matters, addressing inquiries, resolving service issues, and escalating concerns, as needed.

• Building and maintaining effective working relationships with host-government officials, diplomatics missions, service providers, suppliers, and other stakeholders to support mission operations.

• Leading the delivery of mission-wide logistics services, including coordination with Fleet Management personnel to ensure vehicle availability and service standards.

• Monitoring local developments, assessing potential impacts on service delivery, and preparing reports, briefings, analyses, and recommendations to support operational planning and decision making.

• Supporting the development of operational plans, policies, procedures, and service improvements to enhance efficiency, effectiveness, and client service.

• Assisting with budget planning and resource management, monitoring expenditures, forecasting requirements, and contributing to procurement and contract administration activities.

• Preparing correspondence, reports, presentations, briefing materials, and other documentation in accordance with departmental policies and procedures.

• Providing guidance, training, and technical advice to staff, clients, and management on protocol and logistics matters.

• Participating in and/or co-chairing mission committees, working groups, and special projects as required.

The position is accountable for:

• Effective delivery of protocol, logistics, transportation, fleet, mail, and accreditation services.

• Successful management of official visits, delegations, and representational events.

• Strong relationships with host-government, diplomatic, and service-delivery partners.

• Compliance with Government of Canada policies, procedures, and diplomatic protocols.

• Effective supervision, development, and performance management of staff.

• Sound stewardship of financial, material, and operational resources.

• High-quality, client-focused service delivery across mission programs.

AREA OF SELECTION -

This selection process is open to all applicants, who are residing and legally authorized to work in Philippines, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years, who meet all the essential qualifications and whose applications are received by the closing date.

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, date of birth, sexual orientation, disability or 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.

ESSENTIAL QUALIFICATIONS -

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.

Education - this position requires a Bachelor's Degree or Undergraduate diploma from a legally recognized University in Business Administration or related field or an equivalent combination of education, training, and/or experience. Candidates will be required to provide proof of their education

Language - the following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels:

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

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

Experience - To perform the duties relevant to this job, the following experience is required.

• Minimum 3 years of recent experience (within the last 10 years) in:

  1. Experience managing logistics or operational support services

  2. Experience managing multiple concurrent activities, projects, events, or service requests with competing deadlines.

  3. Experience coordinating transportation, accommodations, inventory, or other operational resources.

• Minimum 1 year of cumulative experience supervising staff.

Competencies - All competencies will be assessed. All competencies must be met prior to appointment:

• Knowledge of business administration, events management, project management, leadership and workforce development, data analytics, including relevant computer applications, particularly Microsoft Office.

• Knowledge of local government agencies including but not limited to the Bureau of Customs, Land Transportation Office, Department of Foreign Affairs, transportation service providers, local import/export brokerages.

• Strategic Thinking and Decision Making

• Planning

• Initiative and Action Orientation

• People Management

• Client Orientation

• Judgment and Discretion

• Written Communication

• Oral Interaction

ASSET QUALIFICATIONS -

• Specialist accreditation/certification in financial administration or HR management or contract management or logistics management

• Working knowledge of French (speaking, comprehension, and writing)

• Working in a diplomatic/consular entity or international organization

• Experience in areas like Finance, HR, Contracting and Procurement, Property Management

OPERATIONAL REQUIREMENTS -

• Hours of Work:Normal hours of work of work for this position are in accordance with Locally-Engaged Staff regulations of 37.5 hours per week, Monday to Friday.

• Overtime: Willingness to work overtime on short notice.

• Travel:This position may require limited occasional travel domestically and-or internationally.

CONDITIONS OF EMPLOYMENT -

• 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.

• Meet the employer’s medical requirements by undergoing a medical evaluation by a physician.

HOW TO APPLY -

• You must submit your application at this link (remove the [ ]): https[:]//staffing-les.international.gc.ca/en/careers/common-service-officer-logistics-and-protocol-manil-6f832a9c-en

• Only applications submitted in the link above will be considered, unless a valid reason is presented and accepted prior to the closing date.

• Do not include personal data such as; date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Only include information relevant to the vacancy as requested in the above job poster.

• You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box.Global Affairs Canada cannot make any assumptions about your studies nor 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 (or may not) be used as a secondary source to validate the answers to the screening questions.

• Applications which do not include all 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 ••••@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

*If you are in a partially or fully qualified pool for a similar position with our mission, please include the process number and all relevant details in your application.

IMPORTANT NOTES -

• Please note that the Embassy of Canada to the Philippines does not sponsor work authorizations directly or indirectly.

• Only applications submitted in one of the official languages of Canada will be accepted (English or French).

• 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.

• Please note that the Embassy of Canada to the Philippines 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.

• 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 ••••@international.gc.ca to request specialized accommodation(a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an assessment by removing barriers related to their specific needs). 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 Embassy of Canada to the Philippines, 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.

• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.