Organizational Context and Scope
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Context and Scope of the Position
Under the general supervision of the Deputy Chief of Mission in the IOM Office in Addis Ababa as well as the Regional VAC Team Leader and the direct supervision of the VAC Team Leader in the IOM Office in Addis Ababa, the CANVAC Client Services Assistant will provide administrative support for the Canada Visa Application Centre activities.
Core Functions / Responsibilities:
- Provide appropriate client services to applicants in full compliance with the IRCC Statement of Work (SOW) and the IRCC Service Standards, the services including, but not limited to, distribution of application forms, information sheets and checklists regarding visa requirements; addressing inquiries from clients on issues relating submitting visa applications and the location of client’s passport; marketing and providing assistance to clients in their acts on Self-Service and Assisted Data Entry services; informing clients of any changes to visa requirements or submission procedures.
- Assist in the collection and forwarding of complete applications as per IRCC checklists, including biometrics collection: provide guidance to clients on the proper completion of application forms, while reviewing and collecting applications along with any supporting / additional documents, as required; record, dispatch and follow up on applications and passports; arrange appointments for visa applicants who require interview, as required.
- Data Capture: Assist the VAC team in using the CANVAC software platform provided; enter all applicant data, enrol biometrics as required, submit application documents in the required order while forwarding relevant applicant, passport and appointment information to IRCC; ensure accurate tracking of both applications and supporting documents via the CANVAC software’s bar code scanning system.
- Returning of passports, supporting documentation and visa decisions: Assist in collecting processed applications; returning processed applications, passports and supporting documentation.
- Reporting: Assist in maintaining accurate and detailed records of all applications and fees received, and biometrics enrolled and report these records daily.
- Maintain a professional appearance and migrant friendly demeanour and contribute to positive working relationships with IOM’s Lead VAC Partner, VFS Global and IRCC staff locally.
- Provide advice and relevant information to supervisor or management on issues of compliance and client services.
- Comply with the IOM Policies including regarding Respectful Working Environment, Confidentiality Agreement, Data Protection, Standards of Conduct, and the Policy on Reporting Irregular Practices, Wrongdoing and Misconduct.
- Perform such other duties as may be assigned.
Job Requirements
Required Qualifications and Experience
Educational Qualification
- University Degree or equivalent in Business Management, Client Services, Social Science or related discipline is preferred or a combination of training and relevant working experience is a minimum requirement
Work Experience
- Minimum 4 years of relevant professional experience in a similar setting & capacity preferred; demonstrated ability to maintain accuracy & confidentiality in performing responsibilities
Practical experience in web based systems and/or applications and excellent computer skills, especially in MS Office
Competencies
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges
Core Competencies
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
How to apply:
Interested candidates are invited to submit their application/ motivation letter enclosed with detail CV written in English via our e-mail address [email protected], or in person to IOM Dilla ,Bule Hora and Dire Dawa Office by December 23, 2018 at the latest, referring the position title and Vacancy number in the subject line of your email.
Only shortlisted candidates will be contacted.
We strongly encourage qualified women to apply!
More Information
- Job City Addis Ababa
