Project Administrator

VACANCY NOTICE – EXTENSION

(Candidates submitted application before please do not re-apply)

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

(Vietnamese National only)

Position Title               : Project Administrator

Duty Station                : Ha Noi, Viet Nam

Classification              : General Service Staff, Grade 6 (UN salary scale)

Type of Appointment  : Fixed term, one year with possibility of extension

Estimated Start Date  : As soon as possible

Closing Date              : 5:00 PM, November 4, 2019

Reference Code : VN2019/HN/14 (E)

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates

are eligible to apply to this vacancy. Internal candidates should meet the minimum of time

in post requirement of six months or more.

Context:

Under the overall direction of the Chief of Mission and the direct supervision of the Project Officer, the incumbent will be responsible for administering the Canada Visa Application Centre (CVAC) in Ha Noi, providing on-site management to the Project Assistant (Quality and Integrity) and the team of Migrants Services Assistants and liaising with internal and external stakeholders.

Core Functions / Responsibilities:

• Supervise, lead and build capacity of the CVAC team to implement all activities efficiently and effectively;
• Staff oversight: Supervise and coordinate staff receiving visa applications and working on proper completion of application forms; analyse and streamline all arrangements for optimal use;
• Be 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 supervision;
• Biometrics collection: oversee the collection of accurate, high-quality and complete biometric information for applicable applicants, following relevant guidelines;
• Data Capture: Maintain high degree of skill in using necessary software platforms; perform quality-control over staff entering applicant data and submitting applications; ensure accurate tracking;
• Collection of Fees: Oversee collection of all fees; ensure accuracy, timely accounting, reporting and depositing of all fees collected;
• Client Information: Ensure public application forms, information sheets and checklists regarding visa requirements are up to date; monitor and perform quality-control over telephone and email inquiries from clients; provide guidance for staff on Canadian visa application requirements, ensure orderly operation of Self-Service and Assisted Data Entry Services; and keep up to date on any changes to visa requirements;
• Returning of Passports: Oversee staff receiving applications from the Canadian visa office, and all activities related to returning the applications to applicants.
• Liaise with external counterparts such as VFS, IRCC and the Canadian Visa Office when required, including providing reports, and updating on issues affecting client service delivery;
• Ensure the accuracy of beginning and end day file reconciliation, document count, and fees, and meet all reporting requirements;
• Act as the primary point of contact for any IT-related issues;
• Assist the CVAC Geneva Team with regional duties when needed;
• Assist other colleagues as required.

Required Qualifications and Experience

• Bachelor degree/ higher in Business Administration or a related field from an accredited academic institution, with four years of relevant professional experience; or a completion of high school diploma with six years of relevant professional experience in a similar setting and capacity. Knowledge of the needs of migrants.
• An understanding of the needs of migrants; experience working with stringent procedures and requirements; a demonstrated ability to maintain accuracy & confidentiality.
• Excellent knowledge of English; excellent computer skills, especially in Word & Excel; strong interpersonal & intercultural skills; excellent Customer Service Relations skills; excellent presentation.

Languages

• Fluency in English and Vietnamese is required.

Required Competencies:

Values:

• Inclusion & respect for diversity - Respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible.
• Integrity & 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. 

Behavioural:

• 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.
• Leadership - Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision. Assists others to realize and develop their potential.
• Empowering others & building trust - Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking & vision - Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Other

• 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 the country will be considered. A prerequisite for taking upthe position is legal residency and work permit, as applicable.

How to apply:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at www.iom.int.vn

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Mission Office at 304 Kim Ma st, Ba Dinh District, Ha Noi or submitted electronically to [email protected] referring to this Vacancy Notice’s Position Title. All applications must contain a criminal background check or a receipt from the authority indicating date of issue of the certificate.

IOM only accepts profiles with IOM Personal History Form duly completed.

Applications are non-returnable and only short-listed candidates will be contacted.