CANVAC Client Service Assistant Jobs at International Organization for Migration (IOM) in Uganda

Job Title: CANVAC Client Service Assistant

Employer: International Organization for Migration (IOM)


Duty Station: Kampala, Uganda


Application Deadline: 19th August 2013


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;

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 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 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 Experience:
• 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