Migrant Services Assistant

Open to Internal and External Candidates VN 2019/08 (GS-HCMC)

Position Title	:	Migrant Services Assistant
Duty Station	:	HCMC, Vietnam
Classification	:	General Service Staff, Grade G4 (UN Salary Scale)
Type of Appointment	:	Fixed term, One year with possibility of extension
Estimated Start Date	:	As soon as possible
Closing Date	:	October 29, 2019

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.

Context:

Under the overall direction of the Head of Office in HCMC and the direct supervision of the Head of Canada Visa Application Centre (CVAC), the Incumbent will provide administrative support for the CVAC operated by IOM; particularly the Migrant Services Assistant will:

Core Functions / Responsibilities:

Provide a high level of service to CVAC clients at all times, in full compliance with the Citizenship and Immigration Statement of Work and Service Standards;
Assist CVAC clients to correctly fill-in applications and provide clients with application forms, information and any other requirements;
Manage and review client applications and ensure the accurate collection of biometric data;
Ensure all inquiries from CVAC clients relating to visa applications are properly addressed;
Translate all application questionnaires and related forms from Vietnamese into English as required;
Ensure complete applications/documents are timely processed following the established procedures;
Input visa application data and maintain a high degree of skill in using the software platform provided, ensuring accurate tracking of both applications and supporting documents;
Record all applications and associated fees received and provide reports on these records when required;
Provide backup to other migration assistance services within the Migrant Services department as and when required;
Maintain a professional appearance and migrant friendly demeanour at all times;
Perform any other related duties that may be assigned by the supervisors.

Required Qualifications and Experience

University degree in Business Administration or a related field from an accredited academic institution, with two years of relevant professional experience; or
Completed High School degree from an accredited academic institution, with four years of relevant professional experience;
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

Behavioural

Accountability- accept and give constructive criticism, follow all relevant procedures, processes, and policies, meets deadline, cost, and quality requirements for outputs
Client Orientation- identify the immediate and peripheral clients of own work, establish and maintain effective working relationships with clients
Continuous Learning- contribute to colleagues' learning, demonstrate interest in improving relevant skills
Communication – actively share relevant information, clearly communicate, and listen to feedback on, changing priorities and procedures
Creativity and Initiative- proactively develop new ways to resolve problems
Leadership and Negotiation - convince others to share resources, present goals as shared interests
Performance Management - provide constructive feedback to colleagues, provide fair, accurate, timely, and constructive staff evaluations
Planning and Organizing - set clear and achievable goals consistent with agreed priorities for self, and others, identify priority activities and assignments for self and others
Professionalism - master subject matter related to responsibilities, identify issues, opportunities, and risks central to responsibilities
Teamwork - actively contribute to an effective, collegial, and agreeable team Environment, contributes to, and follow team objectives
Technological Awareness- learn about developments in available technology, proactively identifies and advocates for cost-efficient technology solutions.

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 up the 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 Sub-Office in Ho Chi Minh City at 1B Pham Ngoc Thach, District 1, or submitted electronically to hcmc@iom.int. All applications must contain a criminal background check.