United Nations IOM Admin Jobs – CANVAC Client Service Assistant at International Organization for Migration

Organisation: International
Organization for Migration (IOM)
Ref: VN 17/08/013
Duty Station: Kampala,
Job Summary: Under the
general oversight of the Immigration & Border Management (IBM) Division’s
Immigration & Visa Support Solutions (IVSS) Unit at HQ and reporting
directly to the regional VAC Team Leader programmatically and directly to the
Chief of Mission administratively, the Incumbent will provide administrative
support for the Canadian Visa Application Centre operated by IOM;
Key Duties and Responsibilities:
  • Provide client service excellence to
    applicants at all times, in full compliance with the CIC Statement of Work
    (SOW) and the CIC Service Standards.
  • Assist in the provision of client
    information: distribution of application forms, information sheets and
    checklists regarding visa requirements; assist with telephone, fax,
    e-mail, chat and SMS inquiries from clients (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 including but
    not limited to 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 CIC checklists, including biometrics
    collection: provide guidance to clients on the proper completion of
    application forms, while reviewing and collecting same 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.
  • Collection of Fees: Where required,
    collect the applicable Canadian visa fee(s) and IOM service fee(s); issue
    accurate receipts; daily reconciliation of receipts and reporting same;
    Safe keeping of all applications, supporting documentation and fees
    collected and responsible for CANVAC office keys;
  • Data Capture; Assist in maintaining a high
    degree of skill in using the CANVAC software platform provided; enter all
    applicant data, enroll biometrics as required, submit application documents
    in the required order, while forwarding all applicant, passport and
    appointment information to CIC;
  • 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
  • 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 demeanor at all times;
  • Maintain positive working relationships
    with IOM’s Lead VAC Partner, VFS Global and CIC staff locally.
  • Immediately inform management of any
    problems or issues related to her/his daily work and regularly make
    suggestions on how to improve efficiency and client service.
  • Comply with the IOM Policy for a
    Respectful Working Environment”, “IOM Confidentiality Agreement”, “IOM
    Data Protection Manual”, IOM Standards of Conduct”, and the “IOM Policy on
    Reporting Irregular Practices, Wrongdoing and Misconduct”.
  • Such other duties as may be assigned by
    the Chief, Financial Services in Manila, IVSS/IBM Unit at HQ and the VAC
    Regional Team Leaders.
Qualifications, Skills and
  • The applicant should have a high school
    diploma in Business Management, Client Services, Social Science or related
    discipline preferred; or an equivalent combination of education, training
    & experience;
  • Four or more years of relevant
    professional experience in a similar setting & capacity preferred;
  • Demonstrated ability to maintain accuracy
    & confidentiality in performing responsibilities;
  • Excellent knowledge of English, (with
    additional French) & the local language(s);
  • Excellent computer skills, especially in
    MS Office;
  • Strong interpersonal & intercultural
    skills with an attention to detail; Team player;
  • High degree of integrity.
How to Apply:
All those interested in working with the United Nations’ IOM should send
a cover letter and CV detailing previous relevant work experience to IOM HR
department to hruganda@iom.int clearly
indicating the job reference number
Deadline: 19th
August 2013
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