Chancery/OR Coordinator

Selection Process Nº: 196917-6

Salary: EURO 35,170

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 Italy.

Job Function: General Services

Classification: LE-G3

Location: the Embassy of Canada to Italy / Official Residence

Number of Vacancies: 1

Closing date for application: 31 December, 2024 at 23:59 UTC/GMT +1:00

Summary of Duties:

Under the general supervision of the Head of Mission (HOM), the key activities for this position include but are not limited to:

  • Management and oversight of the day-to-day operations of Canada’s Official Residence (OR) to enable its effective and cost-efficient delivery of Canadian objectives. This includes (but is not limited to):
    • Oversight and coordination of day-to-day cleaning, maintenance and repairs of the OR including equipment, appliances, building and security systems, grounds services and work of contractors.
    • Planning, with embassy staff, for the effective functioning of the OR, including maintaining accurate inventory and stock control of materials and supplies, equipment and hospitality assets.
    • Coordination with the Office of the Head of Mission for official events at the OR.
    • Enable a safe and healthy OR environment, including ensuring health and safety procedures are respected.
    • Controlling access to the Official Residence and maintaining a list of approved visitors.

  • Participate in events/receptions at both the OR and Embassy including logistics and resource coordination, and serving as required in collaboration with the office of the Head of Mission, Official Residence and embassy staff, and suppliers. 

  • Supervise OR staff and contract personnel including establishment of housekeeping schedules, leave and work for OR staff or contractors, maintenance of attendance records.

 

Area of Selection:

Open to internal and external applicants who, at the time of application, are eligible to work in Italy and are legal residents of Italy or one of the EU countries part of the free mobility agreement. Candidates must meet all of the essential requirements stated below. Applications must be received by the closing date.

Successful candidates will qualify for a pool based on merit, from which they may be selected.

Please note that the Embassy of Canada to Italy 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.

  • Completed compulsory school education from a recognized institution.

Language:

 

  • Intermediate Italian (min. B2 according to CEFR levels) written and oral; language abilities will be evaluated according to the requirements of the position
  • Intermediate (min. B2 according to CEFR levels) oral command in one of Canada’s official languages (English or French) 
 Language abilities will be evaluated according to the requirements of the position

 

Experience:

  • A Minimum three (3) years recent* professional experience in a similar capacity (e.g. in a diplomatic mission, in a private residence, in the hotel industry or in the event management environment), including responsibilities in material management (planning, purchasing, inventory management) events management and people and supplier management.
*Recent is defined as within the last seven (7) 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:

  • General knowledge of household appliances/systems operations and functions
  • Knowledge of hospitality and dining protocols
  • knowledge of Microsoft Office Suite (Outlook and Excel) as well as use of internet and mobile devices

Abilities/Competencies: 

  • Detail-oriented and strong multitasking abilities
  • Discretion and professional integrity
  • Strong organizational and planning skills in a dynamic environment
  • Superior client-relation and interpersonal skills
  • People management skills 
  • Teamwork and cooperation
  • Adaptability
  • Ability to communicate effectively (orally) in Italian at min. B2 level
  • Intermediate competency (oral and written) of one of Canada’s official languages (min. B2 in either English or French)

 

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.

  • Diploma or certificate in hotel or hospitality management 
  • Experience in flower arranging and grounds maintenance.
  • Training in health and safety and food hygiene.
  • Advanced (C1 or higher according to CEFR levels) oral command in Italian
  • Advanced (C1 or higher according to CEFR levels) oral command in one of Canada’s official languages (English or French).
  • Intermediate (min. B2 according to CEFR levels) oral command in Canada’s other official languages (English or French).

 

Operational Requirements:

  • Availability and willingness to work overtime with short notice, which may include weekends.
  • Must be available to respond in case of emergency to telephone calls which may take place after working hours and during weekends.

 

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.

- Other conditions of employment:

  • Must possess and maintain a valid permanent driver’s license (min. Class B)
  • Must be able to perform minor physical tasks such as moving furniture appliances, heavy boxes, etc.
  • Must be able to meet the medical requirements as defined by the employer. Successful candidate(s) will be required to undergo a medical evaluation.

 

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-LDN@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 and 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 who succeeded all of the assessments.
  • Please note that the Embassy of Canada to Italy 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 LES-E-Recruitment-LDN@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 Embassy of Canada to Italy 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.