PROGRAM ASSISTANT – Immigration

4406

PROGRAM ASSISTANT – Immigration

33 971 € annual gross + benefits i.e. possibility of an additional 6.5 hours per month (time accumulated over the 35 hours per week)at 125% the hourly rate + 7 OTR (refunded overtime) days a year, transportation benefit, 13th month, and health insurance benefit.

Fixed term

Full time – Determinate

Assistant

LE-5

Embassy of Canada, 130 rue du Faubourg Saint-Honoré, 75008 Paris

26-03-2021 at 23:59 UTC/GMT

Under general supervision of the Immigration Program Manager or an Officer, supports the delivery of Immigration, Refugees and Citizenship Canada’s (IRCC’s). Programs through furthering the processing of applications using procedural expertise, assisting an Officer in reporting and liaison, program integrity, Visa Application Centre (VAC) governance, promotion and recruitment activities or other support to clients. Requires a developed knowledge of established guidelines and procedures. Exercises initiative in organizing work, tracking resources, and resolving difficult problems.

KEY ACTIVITIES

Screens documentation, applications and files; reviews for completeness and accuracy; identifies discrepancies; obtains and reviews data; seeks out missing or relevant information. Assesses problematic cases and researches internal/external sources to resolve problems or discrepancies and supports program integrity.
Replies to and prepares pre-formatted and original correspondence and reports, which may involve monitoring or researching of internal and external sources including the Internet.
Develops and implements service delivery methods, tools, form letters, tracking tools for facilitating or improving existing processes.
Plans for and guides support staff in the delivery of operational and processing services related to such areas as information management, electronic or hard copy, file creation, general application processing support.
Provides a source of knowledgeable information and assistance to Officers, clients, stakeholders, both internal and external, on options, products, guidelines, local environment, and use of electronic support systems. Translates and interprets written and verbal information as required.
Researches internal and external sources and uses knowledge of the local environment to inform Officers regarding difficult problems in processing, legislative or regulatory conformance and assisting an officer in reporting and liaison, program integrity, promotion and recruitment activities and other program support.
Utilizes office equipment such as computers to enter or access information, photocopier to reproduce information, scanners and fax machines to transmit or receive documentation, telephone, etc.
Supports the administrative needs of the Immigration Program Manager, Officers and section, which may include maintaining budget records, preparing and tracking financial documents, maintaining calendars, arranging meetings, planning, preparing and executing travel and hospitality and preparing claims, on behalf of the IPM, Officers, and official visitors.
Follows quality control guidelines to facilitate compliance and maintain database integrity.
Participates in training and development of colleagues and support staff.
May supervise the activities of other locally-engaged staff in the section.
Performs other duties.

Candidates will initially be selected based on the essential qualifications relating to education, experience and the required linguistic profile. Qualifications constituting assets may also be taken into account for the screening of applications.
Candidates will have to clearly demonstrate in their cover letter (750 words maximum) how they meet these criteria by explaining clearly and concretely how they meet each criterion of the essential qualifications, and where appropriate, the asset qualifications. Please note that it is not sufficient simply to assert that one meets the requirements or to list current responsibilities.
Short-listed candidates will subsequently be assessed in relation to the qualifications with the help of tools such as written exam, interview and reference checks.

Education:
French or Canadian post-secondary degree or equivalent.

Languages:
Excellent knowledge of French and good knowledge of English: reading comprehension, written expression and oral expression.

Experience:
Recent professional experience (acquired within the last three years) of at least 1 year in performing administrative support in an office environment.

Experience in formulating responses to client inquiries and requests for advice.

Experience of current software applications including Microsoft Office (Outlook, Word, Excel) and the use of Internet search engines.

Knowledge:
Knowledge of IRCC mandate : https://www.canada.ca/en/immigration-refugees-citizenship/corporate/mandate.html

Abilities:
To analyze data in French and English;
To accurately verify data from various documents;
To determine priorities.

Competencies:
Client Focus;
Adaptability and Flexibility;
Teamwork and Cooperation;
Judgment;
Values & Ethics.

Preference may be given to candidates who, in addition to having all of the essential qualifications, also have the asset qualifications listed below. In this case, candidates will have to explain in their cover letter how they demonstrate the following assets:

Education:
Higher technician’s certificate (BTS) or equivalent in an administrative field or university degree.

Languages :
Good working knowledge of spoken, reading and written Arabic.
Good working knowledge of spoken, reading and written Persian.
Good working knowledge of spoken, reading and written Spanish.
Good working knowledge of spoken, reading and written Portuguese.
Good working knowledge of spoken, reading and written German.

If candidates meet the factors listed in the asset qualifications (education and/or languages), they must also clearly demonstrate how they meet these factors in their covering letter and/or CV in order for these to be taken into account.

Full-time position 5 days/week.
Normal hours of work: 09:00 to 17:00.
Be able and willing to do additional hours.
Open space working environment.
Immediate availability.

Full-time position 5 days/week.
Normal hours of work: 09:00 to 17:00.
Be able and willing to do additional hours.
Open space working environment.
Immediate availability.

Reside in France and be authorized to work as an employee and live in France on a permanent basis.
Ability to obtain and maintain a “Reliability” security clearance from the Government of Canada.

This position is open to candidates who have their principal place of residence in France and are legally authorised to work in France permanently as an employee, who meet all of the pre-requisites, i.e. all the essential qualifications and potentially the asset qualifications, and whose applications are received by the closing date and time. Candidates must have their principal place of residence in France and their permanent work authorisation in France as an employee at the time of publication of this selection process. Important: The Embassy of Canada does not sponsor and does not assist people in any way in obtaining a residence or work permit. This position is also open to spouses and common-in-law partners of Canada-based staff* posted at the Canadian missions located in Paris (with diplomatic status) or spouses and common-in-law partners of Canada-based staff* posted in France with French governmental offices or international organizations or French military bases, who hold a valid Canadian or French social security number and meet all of the pre-requisites, i.e. all of the essential qualifications and potentially the asset qualifications, and whose applications are received by the closing date and time. *Please note that in case a spouse or common law partner of a Canadian based staff who resides in France obtains the position, the duration of the contract will correspond to the duration of the partner’s posting in France (CDD) and will consequently, case need be, be shorter than 12 months.

How to apply

Please complete the online application form.
Please provide a resume.
Please provide a cover letter by writing one or two paragraphs (750 words maximum) demonstrating how you meet each of the essential criteria and ensure that clear and accurate details are provided.
Candidates must clearly demonstrate in their cover letter how they possess the essential qualifications and if applicable the assets qualifications. They must clearly explain how they satisfy each criterion related to education and experience and linguistic profile with regard to the essential qualifications and, if applicable, with respect to each asset qualification.
Candidates must also include in their cover letter the names, titles, email addresses and telephone numbers of at least three people, including at least two direct supervisors, who can serve as professional references for work experience acquired over the last three years. The third reference may be a client, academic reference or other supervisor.
Any application missing any of the requested documents or requested information will be automatically rejected.

Important notes

Communication for this process will be sent by email. It is the candidate’s responsibility to ensure that the contact information provided is correct and updated as necessary.
Candidates will initially be selected based on the essential qualifications relating to education, experience and the required linguistic profile.
Candidates must meet the essential qualifications to be appointed to a position. Candidates may be required to meet the asset qualifications or the organizational needs, depending on the requirements of the specific position being staffed.
Candidates who apply for this selection process must include an email address that accepts emails from unknown users (some email systems block these types of emails).
Candidates selected at the screening stage will be invited to participate in the following steps of the evaluation process, which will include one or several components. The assessment methods may include: written exams, interviews and reference checks.
Depending on the sanitary situation, assessments will be held either in person (i.e. candidates will have to be present in person physically at the Embassy of Canada, 130 rue du Faubourg Saint-Honore in Paris 8.) or virtually. Candidates will have to adapt to the available format, which will not be flexible.
Assessments are planned as follows: Written exams on April 14 – 15, 2021 – Interviews on April 28 – 29, 2021.
The technical arrangements for participation in this selection process will be the responsibility of the candidates.
The costs associated with participation in this selection process will be the candidates’ responsibility. The Embassy of Canada in Paris does not reimburse any travel costs to and from exams/interviews, nor does it reimburse any relocation costs in the event of appointment.
After the assessments, a list ranking the candidates according to the results obtained will be established. The position will be offered to the top candidate based on the ranking.
The candidate will also be required to obtain a valid Government of Canada security clearance to work at the embassy.
The results of this competition may also be used to establish a reserve list of candidates, valid for a period of twelve months, for openings of similar permanent or temporary positions at the same level to be filled with IRCC program.
The Embassy of Canada in Paris does not directly or indirectly sponsor work permits and does not assist people in any way to obtain a residence or work permit.
All employees hired locally are subject to the LES Employment conditions booklet for France and required to pay into the French social security system. However, employees hired locally who are Canadian citizens will pay at source Canadian income tax according to the tax Convention between France and Canada. https://www.canada.ca/en/department-finance/programs/tax-policy/tax-treaties/country/france-convention-consolidated-1975-1987-1995-2010.html
For any question at any stage of the process, please send an email to
[email protected]. This email address does not accept any applications, which must without exception, be submitted online.