Consular Assistant, Administrative Assistant, Program Assistant or Immigration Assistant

SUMMARY OF DUTIES:

The mission is seeking to fill a Consular Assistant, Administrative Assistant, Program Assistant or Immigration Assistant position for the consular, administrative or immigration programs, as well as various administrative positions that may arise following this selection process. These positions provide comprehensive administrative support to ensure efficient program and service delivery.

Core responsibilities may include but are not limited to:

• Managing Communications: Handling internal and external communications to ensure smooth information flow.
  
• Coordinating Schedules: Organizing and managing calendars, appointments, and travel arrangements.
• Organizing Meetings and Events: Planning and executing meetings, events, and other unit activities.
• Maintaining Records: Keeping accurate and up-to-date records and documentation.
• Processing Financial and HR Transactions: Managing financial transactions, payroll, and other HR-related tasks.
• Supporting Program-Specific Initiatives: Assisting with the implementation and monitoring of specific programs and projects.
• Providing IT Support: Creating and managing documents, spreadsheets, and presentations using Word, Excel, and collaboration tools, e.g. Teams and SharePoint.
• Providing client service to internal and external clients
• Preparing reports, programmes, and other routine correspondence
• Conducting research and analysis
• Supporting procurement related functions
• Supporting property related functions
• Maintaining relevant client management systems
• Supporting immigration related functions
• Processing passport/citizenship applications
• Assisting with emergency consular support services
• Completing data entry
• Monitoring social media
• Other miscellaneous tasks

By facilitating day-to-day operations, these roles contribute to the smooth functioning and success of their units in various areas of specialization, including operations, accounting, budgeting, human resources, contracts and procurement, property management/maintenance services, trade, foreign policy and diplomatic service, immigration, security and emergency management, and consular services.

 

AREA OF SELECTION:

This selection position is open to candidates who, at the moment of application, are legally authorized to work in Italy, who meet all of 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, age, sexual orientation, disability or any other irrelevant 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, resumés and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments. 

Education

This position requires:

• Successfully completed secondary education or completed high school diploma from a recognized institution*.

*Candidates will be required to provide proof of the completion of their education

Language

The following languages and proficiency level are required for this job. 

• An upper intermediate proficiency level (reading, writing, comprehension, and speaking) in English or French.
• An upper intermediate proficiency level (reading, writing, comprehension, and speaking) in Italian.

Experience

In order to perform the duties relevant to this job, the following experience is required:

• A minimum of 12 months* of recent** experience working in an office environment*** providing administrative support to a team and/or executive and/or experience providing client service in an office setting***. 

*Months of experience can be consecutive or non-consecutive
**Recent experience is defined as within the last five (5) years; internships are recognized as work experience
***including remote working

 

Competencies

All competencies will be assessed. All competencies must be met prior to appointment. 

• Thinking Things Through
• Judgment and Discretion
• Working with Others
• Ability to communicate effectively orally and in writing at an intermediate level
• Knowledge of General Office Procedures and Practices
• Focus on Quality and Detail
• Client Orientation
• Proficiency in Microsoft Office 365 Suite (for example Word, Excel, Outlook, collaboration tools, e.g. Teams and SharePoint)

*For more information on competencies: Competency Dictionary

 

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

• Experience in accounting and budget management.
• Experience in contracts and procurement of goods and services.
• Experience in security and emergency management.
• Ability to communicate in French at an advanced level (min. C1 equivalent according to the CEFR levels).
• Previous experience working in a diplomatic mission or intergovernmental organization.
• Experience in an area related to immigration, consular or international relations.
• Experience in coordinating travel, events, meetings, and visit programs.
• Valid Passport certification from Passport Canada or experience using ORBIS or COSMOS/PMP to accomplish work-related tasks.
• Experience using SAP to accomplish work-related tasks.
• Upper Intermediate level (written and spoken) in both of Canada’s official languages (min. B2 equivalent according to the CEFR levels)

 

OPERATIONAL REQUIREMENTS

• the Embassy of Canada to Italy has established that the following will be considered in this process to meet current specific organizational needs:
  • Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 37,5 hours per week.
  • Willingness to work in an open office context

  • Willingness to work on a mixed holiday schedule (Italian and Canadian)

• Willingness to work overtime on short notice.

• Depending on the position, it may require limited occasional travel domestically and/or internationally.

• Depending on the position, work from home or working remotely may not be possible.

• Depending on the position, it may require duties to be performed outside normal working hours (i.e., evenings and weekends, in emergency situations or during High level visits or events.)

 

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. 
• Successful candidates must also provide a copy of their Italian fiscal code and of their registration to the local health system (ASL) as a proof of their residence in Italy before the employment offer is issued.

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered.

• 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. 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 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 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 CSDPEA.Candidates-CandidatesetCandidats.PPSCEA@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

Carefully review the following:

• Please note that the Embassy of Canada to Italy does not sponsor work authorizations directly or indirectly.
• 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.
• 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 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 CSDPEA.Candidates-CandidatesetCandidats.PPSCEA@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 exam 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 will 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, in Rome, the Embassy of Canada to the Holy See and the Consulate of Canada to Italy, in Milan 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.