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Job Title:    CVAC Client Service Assistant (Canada Visa Application Centre)

Organisation: International Organization for Migration (IOM)

Duty Station:  Kampala, Uganda

Reference No: SVN/UG/006/2021

About US:

Established in 1951, International Organization for Migration (IOM) is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Job Summary:  IOM will be providing administrative visa-related services through the Canada Visa Application Centre (CVAC), aimed at making the visa application process more timely and convenient. Under the overall supervision of the CVAC Project Coordinator and direct supervision of the CVAC Regional Coordinator programmatically and directly to the Chief of Mission administratively, the incumbent will provide administrative support for the CVAC operated by IOM.

Key Duties and Responsibilities: 

• Provide client services to applicants at all times, in full compliance with the Immigration, Refugees and Citizenship Canada (IRCC) contractual obligations and service standards;
• Assist in providing information to the applicants: distribution of forms and checklists; provision of accurate and timely replies to applicants’ enquiries through phone, email, chat and in person; assistance and guidance with value added services;
• Assist in collecting visa applications and sorting the documents: verification of completeness and correctness of visa application forms; completeness check of the supporting documents; sorting of the documents with relevant checklist; assistance to applicants if the documents are incomplete;
• Input visa application data: maintain an expert user level with the provided application management software, ensure quality check of collected data and generated invoices; accuracy of the tracking of passports and documents; scanning and quality check of supporting documents;
• Collect visa and service fees; review correctness of payment and charge against the application management software; issuance of invoices; daily reconciliation of collected fees and invoices; secure storage of cash;
• Assist in reporting services: daily reports generation and quality check of collected applications and fees; daily reports for contact centre (received calls, call-backs, missed calls etc.) assistance to VAC Team Assistant in quality check;
• Delivery and collection of applications and passports: secure transfer of the visa applications and passports to/from the IRCC specified visa offices; sorting and counting of applications and passports; secure return of passports to applicants and delivery to courier;
• Inform management of any problems or issues related to daily work, security issues, systems and software issues, complaints and make recommendations for improvement;
• Compliance with IOM Staff Rules and Regulations and with all IOM Policies including: “IOM Standards of Conduct”, “IOM Policy for a Respectful Working Environment”, “IOM Policy on Reporting Irregular Practices, Wrongdoing and Misconduct”, “IOM Confidentiality Agreement”, “IOM Data Protection Principles”, “IOM Information Security Policy”;
• Perform any other related duties that may be assigned by the Team Assistant or VAC Management.

Qualifications, Skills and Experience:

• The ideal candidate for the Client Service Assistant (Canada Visa Application Centre) job must hold a University degree in Business Management, Client Services, Social Science or in any related field from an accredited academic institution with two years of relevant professional experience; or Completed High School degree from an accredited academic institution, with four years of relevant professional experience.
• Experience in managing a team;
• Experience in migrant-related programmes OR visa related services;
• Experience in customer service; and,
• Experience in liaising with governmental and diplomatic authorities at national and international institutions.
• Languages: Fluency in English and Swahili is required. Knowledge of French is an advantage.

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

• Accountability- Takes ownership for achieving the organization’s priorities and assumes responsibility for own action and delighted work.
• Communication – Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.
• Teamwork – Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results – produces and delivers quality services 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.

How to Apply:

All interested applicants may send their applications to hruganda@iom.int. Reference Number and Position Title (SVN/UG/006/2021 – CVAC Client Service Assistant (Canada Visa Application Centre) should be specified in the SUBJECT field.

NB: Applications from qualified female candidates are especially encouraged.  Only short-listed candidates will be invited for an interview.

Deadline: 29th October 2021

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