Job: CANVAC Team Leader

 Location: Yangon, Myanmar
Deadline: Monday, 04 November 2013

TERMS OF REFERENCE

I. POSITION INFORMATION

Position title: CANVAC Team Leader

Duty station: Yangon, Myanmar

Seniority band: 3

Organizational unit: Programme Unit

Reporting directly to: Programme Manager

Overall supervision by: Chief of Mission

II. ORGANIZATIONAL CONTEXT AND SCOPE

Under the direct supervision of the Programme Manager and the overallsupervision of the Chief of Mission, the incumbent will provide administrativesupport for the Canadian Visa Application Centre operated by IOM.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Responsible for ensuring that all conditions in the services agreementsigned between IOM and the Government of Canada are adhered to bythe staff under his/her daily supervision;

2. Responsible for the beginning and end of day, daily reconciliation of allfiles, documents and fees along with meeting all VAC reportingrequirements for both IOM and CIC;

3. Supervise, lead and build capacity of the VAC Team in order toimplement VAC operations efficiently and effectively ensuring accurateand efficient use of the application tracking system by staff;

4. Provision of Client Information: oversee the timely distribution of the mostup to date application forms, information sheets and checklists regardingvisa requirements; monitoring telephone and email inquiries designateVAC staff received from clients (including requirements for submitting visaapplications and the location of client's passport); providing guidance forstaff with regard to CIC's visa application requirements, ensuring orderlyoperation of Self-Service and Assisted Data Entry Services and keepingup to date on any changes to visa requirements;

5. Receipt of Applications: oversee the provision of the correct informationon proper completion of application forms, while reviewing and collectingsame applications along with any supporting / additional documents asrequired; streamline arrangements for receipt of applications from selectagents; record, dispatch to and follow up on applications and passports;arrange appointments for visa applicants who require interview, asrequired.

6. Data Capture: Data Capture; Maintain high degree of skill in using IOMinternal software platforms; enter all applicant data, lodging of applicationdocuments in the required order, while forwarding all applicant, passportand appointment information to CIC; ensure accurate tracking via barcode scanning system;

7. Collection of Fees: Advise applicants and collect the applicable visaprocessing and/or service fees; ensure accuracy, timely accounting,reporting and depositing of all fees collected;

8. Returning of Passport: Collect processed applications; return processedpassports and requested information;

9. Reporting: Maintain records of all applications and its fees received andreport these records periodically;

10. Maintenance of professional appearance and demeanour at all times;

11. Comply with the IOM Policy for a Respectful Working Environment', 'IOMConfidentiality Agreement', 'IOM Data Protection Manual', IOMStandards of Conduct', and the 'IOM Policy on Reporting IrregularPractices, Wrongdoing and Misconduct';

12. Assist the CANVAC Regional Manager for Africa in Accra with regionalduties as required.

13. Such other duties as may be assigned by the CoM or the Pre-ConsularProject Manager.

IV. COMPETENCIES

The incumbent is expected to demonstrate the following technical and behaviouralcompetenciesBehavioural

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 clients, including donors,governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

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 andprocedures
• Writes clearly and effectively, adapting wording and style to the intendedaudience
• Listens effectively and communicates clearly, adapting delivery to theaudience

Creativity and Initiative

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

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 follows through withcommitments

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 HRprocedures
• Holds directly reporting managers accountable for providing fair, accurate,timely, and constructive staff evaluations

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for selfand others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplannedhandovers
• Identifies risks and makes contingency plans
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of teammembers

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, andpromotes equal gender participation
• 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 contextsKnowledgeable about and promotes IOM core mandate and migrationsolutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable teamenvironment
• 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 applyit to appropriate work

Resource Mobilization

• Establishes realistic resource requirements to meet IOM needsTechnical
• Excellent computer skills, especially in Word & Excel.
• Strong interpersonal & intercultural skills; Team player; 100% integrity.

V. EDUCATION AND EXPERIENCE

• Myanmar National with University Degree in Business Management,Airline Ticketing, Social Science or related discipline; or an equivalentcombination of education, training & experience.
• Minimum five years of relevant professional experience in a similar setting& capacity; supervisory experience.
• Demonstrated ability to maintain accuracy & confidentiality in performingresponsibilities.

VI. LANGUAGES

Required

• Excellent knowledge of English in written and spoken.Advantageous
• Ability to use Myanmar keyboard an asset.

More Info and Application