Application Deadline: April 19, 2022

SPECIAL VACANCY ANNOUNCEMENT (SVN)

Open to Internal & External Candidates

Vacancy No.

IOM-SVN/0051/22

Position Title

CVAC Team Leader

Duty Station

Addis Ababa, Ethiopia

Classification

G5

Type of Appointment

SVN, Six months with possibility of extension

Estimated Start Date

As soon as possible

Organizational Context and Scope

Under the general supervision of the IOM Chief of Mission in Ethiopia, the Immigration & Border Governance (IBG) Division’s Immigration & Visas (IV) Unit at IOM HQ, and direct supervision of the CVAC Sub-Regional Coordinator VAC Team Leader (based in Addis Ababa), and in close cooperation with the Senior Programme Assistant in Accra Ghana, the incumbent will be accountable for the day to day management of the Canada Visa Application Centre operated by IOM Ethiopia; particularly s/he will:

Responsibilities and Accountabilities

Responsible for ensuring that applications meet Immigration, Refugees and Citizenship Canada (IRCC) requirements in terms of quality, schedules and security. Responsible for overall security and fees collection at the VAC.
To lead and develop team members (currently three). Ensure both the current team members as well as new ones receive the required training and amenities to perform their tasks as required. Provide occasional trainings as appropriate for VAC team members.
To develop and monitor Addis Ababa VAC budget in consultation with the HoO and VAC Regional/Global Manager.
Provide client service excellence to applicants at all times, in full compliance with the IRCC Statement of Work (SOW) and the IRCC attached 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. Informing clients of any changes to visa requirements or submission procedures.
Assist in the collection 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 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.
Data Capture: Maintain a high degree of skill in using the CVAC 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 IRCC; ensure accurate tracking of both applications and supporting documents via the CVAC 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; as well as deliver end of month summary report to CoM & IRCC Reports to sub regional coordinator /CVACGVA
Maintain a professional appearance and migrant friendly demeanour at all times;
Maintain positive working relationships with IOM’s Lead VAC Partner, VFS Global and IRCC 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 IV/IBG Unit at HQ, the CoM/HoO and the Sub-regional Coordinator.

Job Requirements

Education

·University Degree in Business Management, Client Services, Social Science, or related discipline preferred; or an equivalent combination of education, training & experience.

Experience

·Minimum 5 years of relevant professional experience in a similar setting & capacity preferred; demonstrated ability to maintain accuracy & confidentiality in performing responsibilities.

·Experience in NGO & International organizations is an asset.

·Excellent computer skills, especially in MS Office;

·Strong interpersonal & intercultural skills with an attention to details; Team player; 100% integrity.

·Good communication skills, drive for results, flexibility, efficiency, respect for diversity and;

·Ability to work effectively under stressful conditions and within a team of colleagues from varied cultures and professional backgrounds

Languages

·Fluency in English and Amharic (oral and written) is required.

·Knowledge of other local languages an advantage.

Values and Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values - all IOM staff members must abide by and demonstrate these three 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 – behavioral indicators level 3

·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.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to Apply

Interested candidates are invited to submit their application/ motivation letter enclosed with only detail CV written in English using THIS LINK before the closing date, referring the position title and Vacancy number in the subject line of your email. No photocopies of educational/training certificates is required at this stage; applicant who doesn’t follow the required application procedure will automatically be disqualified from the competition.

Canadian Visa Application Center (CVAC) Team Leader