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IOM is committed to a diverse and inclusive environment.
Internal and external candidates are eligible to apply to this vacancy.
For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Organizational Context and Scope
Within the Department of Migration Management (DMM), Immigration and Border Governance (IBG) Division, the Immigration and Visas (IV) Unit provides at the request of and in agreement with Member States, immigration and visa policy guidance and expertise as well as technical and operational solutions related to immigration, consular and visa-related matters. The work of the unit focusses on facilitating safe, regular and orderly migration and mobility, in support of the following: a) the IOM Constitution in relation to providing migration services including processing; b) the IOM Member State Strategy in relation to providing secure, reliable, flexible and cost-effective services for persons who require international migration assistance; c) the IOM Migration Governance Framework by assisting States to provide safe and regular access to available migration channels, including implementing well administered visa and entry schemes with limited wait times and reasonable fees; d) the UN Sustainable Development Goals, Goal 10, Target 7 which seeks to facilitate orderly, safe and responsible migration and mobility of people, including through the implementation of planned and well-managed migration policies; and e) the Global Compact for Migration, primarily Objective 3 which references the need to facilitate accurate information and access to visas, with pathways that respond to the needs of migrants, and Objective 5 which calls for States to enhance availability and flexibility of pathways for regular migration.
The Canada Visa Application Centre (CVAC) programme of the unit currently operates in 36 locations across the globe. Over 200 IOM staff work on this programme, assisting over 150,000 migrants annually with all forms of visa applications including temporary and permanent resident visas.
Under the supervision of the CVAC Team Leader, the incumbent will act as Deputy Team Leader assisting in the provision of guidance to and oversight of the Centre staff, day-to-day operations, and quality and integrity assurance of the CVAC operated by IOM.
Core Functions / Responsibilities:
- Support the CVAC Team Leader in the provision of effective daily coordination of all CVAC activities and staff, ensuring dignified, efficient and cost-effective service delivery with integrity, in line with all contractual obligations of IRCC and VFS and with all IOM rules and regulations and CVAC operating procedures.
- Support the CVAC Team Leader in keeping up to date and maintain understanding of contract conditions to facilitate successful inspection results from audits conducted by the Canadian Diplomatic Representation by representatives of IRCC and VFS. Propose actions to address deficiencies in a timely, efficient and cost-effective manner.
- Support the Team Leader to maintain close liaison and coordination with the relevant IRCC Diplomatic Representation and with the IOM Mission and the relevant teams (finance, integrity, ICT, HR, evaluation) in IOM HQs and offices: collect and report feedback, issues, challenges, appreciations; conduct day to day communication and build of productive and positive relations. Act on behalf of the Team Leader as needed.
- Support the Team Leader in evaluating the workflow and analyzing the processing times in the CVAC; support in the evaluation of IRCC, VFS, and applicants’ feedback; support the Team Leader in the preparation of performance reports for the Sub-Regional Coordinator suggesting solutions and adjustments when requested.
- Support the Team Leader in the provision of capacity building: training, testing, and evaluation of CVAC Client Service Assistants on visa rules, visa policies, IOM regulations and policies; identify training needs and contribute to and implement plans based on feedback, sample checks and spot-check results.
- Assist in the provision of client information: distribution of application forms, information sheets and checklists regarding visa requirements; assist with telephone, e-mail, and chat inquiries from clients as appropriate (including requirements for submitting visa applications and the location of client’s passport), providing timely and accurate information to clients; marketing and providing assistance to clients with Value Added Services. Informing clients of any changes to visa requirements or submission procedures.
- .Assist in the collection, returning and forwarding of complete applications as per IRCC checklists, including collecting biometrics and ensuring that 99% of biometrics collection is associated with the correct applicant: provide support to clients on the proper completion of application forms, while reviewing and collecting applications along with any supporting / additional documents, as required; ensure all packages are affixed with the correct barcode, dispatch and follow up on applications and passports; arrange appointments for visa applicants within five business days of request, as required
- Assist in maintaining accurate and detailed records of all applications and fees received, and biometrics enrolled and report these records daily; submit all weekly and monthly reports within the specified time period.
- Perform such other related duties as may be assigned.
Education & Experience:
- University degree in Political or Social Sciences, International Relations, Law, Migration Studies, Social Studies, or a related field from an accredited academic institution, with three years of relevant professional experience, preferably in similar roles.
Or
- Completed High School degree from an accredited academic institution, with five years of relevant professional experience, preferably in similar roles.
Skills & Technical:
- Experience in migrant-related programmes OR visa related services.
- Experience in customer service.
- Experience in liaising with governmental and diplomatic authorities and national and international institutions
Languages:
- Fluency in English is required (oral and written).
Required Competencies
Values:
- Inclusion and respect for diversity respects and promotes individual and cultural differences.
- encourages diversity and inclusion wherever possible maintain 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 – behavioral indicators level 1
- 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
Other:
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.
How to apply:
- Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to vacancyamman@iom.int by 15 March 2023, their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number JOR/015/2023 as mentioned in the subject line. Any application without this information in the subject line will be excluded from the applications.
- Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN# JOR/015/2023.
- Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website by 15 March 2023 at the latest, referring to this advertisement and VN#JOR/015/2023, Akhtaboot 155803 , for an application to be considered valid, IOM only accepts online profiles duly completed in Akhtaboot website for External Candidates.
- Only shortlisted candidates will be contacted.
Posting period:
From 1st March – 15th March
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