Program Support

Competition Number: 2019-IM-05
Position Title: Program Support
Type: Term position. Term ends April 30, 2021. Extension of term is a possibility.
Section: Immigration, Refugees and Citizenship Canada (IRCC)
Location: Consulate General of Canada in Ho Chi Minh City
Classification: LE-04
Starting Salary: 266,711,014 VND per year plus benefits
Hours of Work: 37.5/week
Closing Date: December 15, 2019 at 23:59 (GMT +7)

Area of Selection:

This position is open to candidates who hold documentation allowing them to work in Vietnam without restriction, all employees of the Embassy of Canada and Consulate General of Canada in Vietnam and all dependents of Canada Based staff who meet the essential qualifications, and whose applications are received by the closing date and time.

Job Summary:

Under general supervision, provides multi-task support services to Immigration, Refugees and Citizenship Canada’s (IRCC’s) programs and operations. Exercises initiative in seeking out information to complete files or tasks. Requires a general knowledge of established guidelines.

Please note that this is an entry-level position where the primary tasks are administrative and clerical. Physical tasks include transferring / delivering files between floors, filing, packaging applications, and organizing shelving.

We are seeking conscientious and responsible individuals who are able to maintain attention to detail and meet set targets while performing routine tasks; and work effectively as part of a team.

Any vacant positions that become available at the Consulate are filled on the basis of a competitive staffing process, and not on the basis of tenure at the Consulate.

Key Activities:

• Provides routine information and assistance to internal and external clients to facilitate their compliance with requirements, or their understanding of application processes.
• Enters and validates information in departmental on-line systems; reviews applications and documents; identifies shortcomings including incomplete applications, missing, or irregular information.
• Processes fee payments and prepares documents for refunding of fees.
• Maintains filing system, uses internal systems and accesses departmental websites to search or track information.
• Utilizes office equipment such as a computer, photocopier, scanners, fax machines, specialized printers, biometric capturing equipment, and telephones.
• Researches internal and external sources to support information gathering for the processing of the file or application and to support program integrity.
• Translates and interprets written and verbal information as required.
• Provides assistance and guidance to colleagues and shows new employees how to perform duties.
• Performs other duties.

Essential Qualifications

Education:

• Successful completion of high school. Proof of successful completion must be included with your application.

Languages:

• Ability to communicate effectively in English (reading, writing, speaking, listening).

Experience:

• Full time work experience in an entry-level administrative support or client/customer service position for a period of at least 6 months in the last 3 years.

Rated Qualifications

Knowledge:

• General office procedures and practices.
• Office software such as Outlook, Word, and Excel.

Abilities:

• Ability to communicate effectively and clearly in English, orally and in writing.
• Ability to pay attention to details and maintain a high degree of accuracy in output, even under time constraints.
• Ability to establish and maintain effective interpersonal relationships with clients, colleagues and supervisors.

Personal Suitability:

• Integrity
• Team player
• Initiative
• Adaptability & Flexibility
• Judgment

Asset Qualifications

Preference may be given to candidates that demonstrate the following qualifications. Candidates should clearly indicate how they meet the following criteria, where applicable.

• Ability to speak, read and write in French fluently.
• Experience in immigration or consular work at a diplomatic mission.
• Experience working in an international office setting in English or French.
• Experience using GCMS.
• Intermediate and above knowledge of Microsoft Excel.

Conditions of Employment:

• Ability to obtain and maintain a valid “Reliability Status” security clearance from the Government of Canada, including providing, among other things, a criminal record check and validation of qualifications.
• Legally permitted to work in Vietnam.
• Ability and willingness to work overtime (evenings and weekends) on short notice as required.
• The appointment of the successful candidate will be conditional on a one (1) year probationary period.

How to apply:

To apply, candidates must submit the following:

• A cover letter (maximum of 2 pages) which clearly describes how they meet the Essential Qualifications (education, language and experience) and any of the Asset Qualifications.
  
  • Please note: It is not sufficient simply to state that the candidate meets the requirements or to list current responsibilities.
  • Resumes may be used as a secondary source to elaborate on the experience described in the cover letter.

• Proof of English language proficiency, if any.

• Proof of education completed (may be a scanned copy).

Applications must be submitted by email. The subject line of email must include your FULL NAME (in capital letters) followed by the competition number: 2019-IM-05.

Send your complete application (as described above) to: [email protected]

Candidates whose applications are received by the closing date/time will undergo initial screening for the essential qualifications above. Only applications that comply with application instructions will be considered.

Failure to demonstrate how the candidate meets the essential qualifications will result in the application being screened out without further consideration.

Candidates screened in will be contacted for further assessment which may include: written test; practical exercises; and/or personal interview. Reference checks will be conducted as a part of the evaluation process.

Individuals previously employed by IRCC must successfully pass a reference check with the manager.

Notes :

• Only candidates that are screened in for further assessment will be contacted by the HR section.
• The costs arising from participation in this selection process will be each candidate’s responsibility.  The Consulate General of Canada does not reimburse any travel costs to and from interviews/exams, nor does it reimburse any relocation costs in the event of appointment.
• The Consulate General of Canada does not directly or indirectly sponsor work permits and does not assist successful candidates in obtaining a residence or work permit.
• The results of this staffing process may be used to establish an eligibility list of qualified candidates for this position and similar positions, including indeterminate, term, acting opportunities and emergency which might arise in the next 12 months.
• The Government of Canada is committed to building a skilled, diverse workforce. We welcome applicants from all backgrounds irrespective of race, color, religion, gender, disability, age or sexual orientation.
• The Government of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise us in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.