TERMS OF REFERENCE
Position title: CANVA C Team Leader
Position grade: G 5 (Special Short Term)
Duty station: Kinshasa
Seniority band:
Job family:
Organizational unit:
Position number
Subject to rotation
Duration: 3
Migration
Migration
SVN 2015-15
No
6 Months (renewable)
Reporting directly to
Chief of Mission
Overall supervision by
Immigration & Border Management (IBM) Division’s Immigration & Visa Support Solutions (IVSS) Unit
Managerial responsibility
Yes
Directly reporting staff
2
II. ORGANIZATIONAL CONTEXT AND SCOPE
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Citizenship and Immigration Canada (CIC) have embarked on a major change programme designed to transform the way that it operates its visa application system. CIC is implementing a Global Visa Application Centre (VAC) Network, having awarded a seven year contract to a partnership between VFS Global (lead) and IOM (project partner). The VAC network will provide applicants with more convenient channels for visa submissions and improved access to enhanced administrative services, including capture of biometrics, all delivered in accordance with strict CIC performance benchmarks and privacy requirements.
IOM’s Immigration and Border Management (IBM) Division’s on-going work in improving migration management includes developing Immigration and Visa Support Solutions (IVSS) for governments and migrants worldwide. Within the scope of this work, IOM already provides VAC services in over 15 countries. IOM operated VACs handle all of the time- consuming administrative tasks of the visa application process and aim to ensure that only properly completed visa applications are submitted. Such outsourcing partnerships result in reduced costs and workloads for the Immigration Departments of Member States and faster visa processing times, as well as improved service standards for visa applicants. Perhaps most importantly, such partnerships enable immigration officers to make more informed decisions based on complete information, while focusing on their core function; making visa decisions, and not handling administrative tasks, while focusing on their core function; making visa decisions.
Under the general oversight of the Immigration & Border Management (IBM) Division’s Immigration & Visa Support Solutions (IVSS) Unit and the regional VAC (Visa Application Centre) Manager for Eastern Europe and Central Asia programmatically and the IOM Chief of Mission administratively, reporting directly to the regional VAC (Visa Application Centre) Manager for Eastern Europe and Central Asia the incumbent will be responsible for leading the activity of the Client Service Assistants; particularly s/he will:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
Responsible for ensuring that all conditions in the services agreement signed between IOM and the Government of Canada are adhered to by the staff under his/her daily coordination;
Responsible for the beginning and end of day, daily reconciliation of all files, documents and fees along with meeting all VAC reporting requirements for both IOM and CIC (Citizenship and Immigration Canada);
Lead and build capacity of the VAC Team in order to implement VAC operations efficiently and effectively ensuring accurate and efficient use of the application tracking system by staff;
Provision of Client Information: oversee the timely distribution of the most up to date application forms, information sheets and checklists regarding visa requirements; monitoring telephone and email inquiries designate VAC staff received from clients (including requirements for submitting visa applications and the location of client’s passport); providing guidance for staff with regard to CIC’s visa application requirements, ensuring orderly operation of Self-Service and Assisted Data Entry Services and keeping up to date on any changes to visa requirements;
Receipt of Applications: oversee the provision of the correct information on proper completion of application forms, while reviewing and collecting same applications along with any supporting / additional documents as required; streamline arrangements for receipt of applications from select agents; record, dispatch to and follow up on applications and passports; arrange appointments for visa applicants who require interview, as required;
Data Capture: Data Capture; Maintain high degree of skill in using IOM internal software platforms; enter all applicant data, lodging of application documents in the required order, while forwarding all applicant, passport and appointment information to CIC; ensure accurate tracking via bar code scanning system;
Collection of Fees: Advise applicants, and where required, collect the applicable visa processing and/or service fees; ensure accuracy, timely accounting, reporting and depositing of all fees collected;
Returning of Passport: Collect processed applications; return processed passports and requested information;
Reporting: Maintain records of all applications and its fees received and report these records periodically;
Maintenance of professional appearance and demeanour at all times;
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”;
Assist the CANVAC Regional Manager for Europe and Central Asia with regional duties as required.
13. Such other duties as may be assigned by the Chief of Mission, IVSS/IBM Unit at HQ and the CANVAC Regional Manager for Europe and Central Asia.
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
Accountability:
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation:
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of all clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments
Continuous Learning:
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication:
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adjusting wording to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative:
Proactively develops new ways to resolve problems
Actively seeks new ways of improving programmes or services
Expands responsibilities without interfering with existing ones
Persuades others to consider new ideas
Leadership and Negotiation:
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follow through
Performance Management:
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Planning and organizing:
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
Professionalism:
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Correctly frames migration issues within their regional, global, and political context
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration solutions
Teamwork:
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness:
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Technical
Effectively applies knowledge of migration issues within organizational context
Excellent computer skills, especially MS Office.
V. EDUCATION AND EXPERIENCE
Education/Training: Bachelor’s Degree in Business Management, Client Services, Social Science or related discipline.
Experience: Minimum 5 years relevant professional experience in a similar setting & capacity preferred; Demonstrated ability to maintain accuracy & confidentiality in performing responsibilities;
VI. LANGUAGES
Required
Fluent French
Fluent English
Advantageous
KNOWLEDGE OF LOCAL LANGUAGES WOULD BE AN ADVANTAGE
Applications (CV or P11, a letter typed copies of diplomas and certificates of service provided) can be sent to the following email address: [email protected] before September 24, 2015, with the Reference: SVN 2015 -15-DRC.
The Personal History form (PHF) is available on the IOM DRC's website: www.drcongo.iom.int under the section '' vacances de postes'.
No applications will be received physically.
