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Job Ref:

Job Title:
Common Service Assistant (Property and Maintenance)

Euro 30,443.00 (annual gross)

Vacancy type:

Term Details:
This position is a LES (Locally Engaged Staff) position, subject to the Terms and Conditions of Employment for LES in Italy. The aim of this competition is to fill one full-time level 5 position (start date in April/May 2021).



Rome, Italy

Closing date for applications:
15-02-2021 at 23:59 UTC+1 / GMT+1

Summary of position:
Under the supervision of a Common Service Officer (CSO), the Common Service Assistant (CSA) is accountable for the provision of administrative support services of mission specific common services and the coordination of regionalised common services. The CSA is responsible for the provision of documents, information and a variety of administrative services in support of the following areas: procurement, contracting, project management, property and facilities management processes.

Specifically, the Common Service Assistant (Property & Maintenance) is the first point of contact for all property and maintenance requests for both Rome and Vatican missions. The CSA is responsible for planning, developing and implementing a programme for the routine maintenance, repair, upkeep and security of all owned and leased properties; processing client requests, scheduling work orders with internal / external resources, following-up and soliciting client feedback; planning and implementing the maintenance and repairs of office equipment, machinery and appliances; assessing local contractors and suppliers to determine the best value; preparing rents & condo fees for payments, and supporting the development of financial forecasting for the property budget; ensuring property data is updated and accurate; and performing other duties as required.

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 secondary education


• Fluent (min C1 according to CEFR levels) written and oral command of Italian;
• Fluent (min C1 according to CEFR levels) written and oral command of one of Canada's official languages (English or French);
• Good command (min B2 according to CEFR levels) of the other official language.


• Minimum 12 months recent* experience working in an office environment in an administrative support role.

*recent is defined as within the last 7 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.


• General office and administrative practices and procedures;
• Proficiency in using MS Outlook, MS Word and MS Excel.


• Client Focus;
• Plan, organize and prioritize work;
• Teamwork and Cooperation;
• Problem-Solving Skills and Results Orientation;
• Focus on Quality and Details;
• Knowledge and respect of the concepts contained in the Values and Ethics Code of the Government of Canada;
• Ability to work under pressure;
• Ability to communicate effectively (both orally and in writing) in Italian, English and 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 in their cover letter and CV.

• Professional experience in facilities management;
• Prior experience in a customer service role;
• Proficiency in both of Canada’s Official Languages;
• Familiarity with SAP;
• Prior experience working with the Government of Canada;
• Prior experience working with a diplomatic mission or international environment;
• Ability to communicate in one or more of the following languages: Albanian , Arabic, Modern Greek.

Organizational Needs:

Operational Requirements:
Availability to work overtime, sometimes on short notice.

Condition(s) of Employment:
• Applicants must possess the required documentation giving them the right to work in Italy at the moment of application;
• The position requires a valid Reliability Status granted by the Canadian Government. Incumbent must be able to secure and maintain a Reliability Status for the duration of the employment.
• Weekly working hours will be 37.5 (Mon-Fri).

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 of one of the EU countries part of the free mobility agreement, 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 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.

Important Notes:
How to apply:
• Candidates are required to upload a cover letter and CV in English or French. Applications which do not include the requested documents or information in the CV or cover letter will be rejected. Any additional information must be included as part of these two attachments.
• Candidates who are unable to submit their application due to technical difficulties must report these to: prior to the closing date. Failure to do so will result in the application being rejected.

Important Notes:
• Please do not use a tablet or cell phone to submit your application, as mobile browsers are not supported by our on-line portal. Candidates should only apply using a laptop or desktop computer.
• 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 and to indicate their preferred official language in their 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 Italy 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 Italy which might arise in the 12 months following the completion of this recruitment process.

For local advertisements only:
• Applications will only be considered when received through our portal. Link for this job poster -

Sorry, this vacancy is closed.

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