Consular Coordinator at the Consulate General of Canada in Hong Kong and Macau.

4453

Consular Coordinator

373,691 HKD

Indeterminate

This position is a LES (Locally Engaged Staff) staffing, subject to the Terms and Conditions of Employment for LES in the Consulate General of Canada in Hong Kong & Macao

Assistant

LEA3

Consulate General of Canada in Hong Kong and Macau

25-04-2021 at 23:59 UTC+1 / GMT+1

The position is a senior administrative support- level position for the consular program at mission. Provides coordination and administrative support services to the consular and/or passport program and/or citizenship in a mission. This includes:
• Document analysis and processing, collection and/or verification of information primarily for the purposes of passport/citizenship processing, consular case administration and reporting, following and tracking passport and consular cases, collection of fees and reconciling daily receipts, coordinates workflow of administrative and clerical staff and coordinating day-to-day processing of passport applications and consular case updates.
• Provides advice and recommendations to the Canadian public on the procedures and documentary requirements for Canadian passports and citizenship. Also provides advice and information to Canadians in distress and Canadians on a range of consular services.
• Provides advice and recommendations to section supervision/management on specific passport files, document authenticity and internal systems and processes. Also provides input on elements of advocacy and outreach Undertakes projects and event planning, contact and network building, forward planning.
• Provides advice, guidance and mentoring to consular clerk(s) and/or consular assistant(s). Provides passport services by processing of passport applications including review of documents, data entry, and follow-up with clients. Also provides services by preparing statistical reports, reviewing problematic cases, ensuring quality control and document integrity.
• Provides urgent passport services by processing urgent files, printing emergency travel documents, temporary passport and observation labels. Also provides citizenship services by reviewing citizenship applications and supporting documents.
• Provides consular services by responding to emergency calls, urgent requests for assistance, communications during emergency or crisis situations. Also provides internal services by drafting documents, website material, correspondence to the public, social media content.
• Researches and compiles information, examines, coordinates and processes passports applications and analyses/reviews/validates provided documents to ensure compliance. Also reviews supporting documents to confirm validity of legal documents and completeness/authenticity of identification documents. Supports the research and analysis on trends affecting passport/consular activity.
• Coordinates mechanisms and/or systems to collect and compile data for trend analysis, as well as lists of service providers to support the consular program such as lawyers, medical practitioners, translators etc. Also coordinates prison visits and authorizations.
• Establishes and maintains operational contacts with representatives of local government, other missions, organizations, NGOs, and agencies to exchange information on local policies, regulations, administrative procedures, trends and developments that may affect consular/passport cases or the delivery or the program.
• Responds by phone, in person or in writing to emergency situations involving distressed Canadians and to resolve emergency or complex passport cases and files. Also assists clients to find solutions to problems including dealing with local authorities, and communicates or maintains communications with subjects of ongoing consular cases.
• Coordinates, reviews and updates general communications products for the public including information on a range consular services, procedures for passport and citizenship applications, notarial services and other frequently addressed questions. Also responds to routine incoming from mission social media accounts, and prepares and distributes ROCA messaging.
• May participate as a member of a mission committee or working group.
• May support committees and working groups by preparing documents, scheduling meetings, and helping with events planning and coordination.
• Coordinates administrative and clerical functions for the passport/consular program and oversees the work of clerical/administrative staff in the section.
• May supervise one or more administrative positions, and trains administrative and emergency staff. At all times, maintains security of information and assets according to the Manual of Security and protects personal information according to the Privacy Act.
• Performs other duties as assigned.

Candidates will initially be screened against the Essential Qualifications relating to education, experience and language. Candidates must clearly demonstrate in their cover letter and CV how they meet each of these essential qualifications.

Education:
• Graduation from a recognized university with a bachelor degree

Language:
• Ability to communicate fluently in English (reading, writing and speaking);

Experience:
• Minimum one-year experience working in the consular section providing the full range of consular services including consular case management, passport and citizenship services, and notary services;
• Minimum of three years’ work experience in an office environment;
• Experience using a computer, word processing and spreadsheet software, electronic mail and other web-based applications in an office environment;
• Experience working in a client-service environment, including the delivery of courteous and effective in-person service;
• Experience in handling sensitive and/or confidential information.

Rated Requirements:
The Rated Requirements relating to knowledge, abilities and competencies will also be assessed. Methods of assessment may include, but are not limited to, a written examination, an oral interview, role-play, practical tests, presentations and/or psychometric assessment.

Knowledge:
• Knowledge of Canadian consular services;
• Knowledge of the Canadian and local government structure;
Knowledge of word processing, spreadsheet, e-mail, other web-based applications and social media in an office environment;

Abilities / skills:
• Effectively communicate orally and in writing in English;
• Effectively manage a diverse team to meet defined objectives and deliverables;
• Ability to write effective business correspondence using Microsoft Outlook and MS Word software;
• Ability to conduct research and analyze information as well as draft case file reports;
• Ability to implement delivery of services consistently in accordance with a set of defined and evolving policies and regulations;

Competencies:
• Strong focus on client service;
• Initiative and sound judgement;
• Works well under pressure and with tight deadlines;
• Strong interpersonal skills, teamwork and cooperation;
• Adaptability and flexibility;
• High degree of discretion and professional integrity.

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications in their cover letter and CV.

• Completion of a relevant graduate degree;
• Proficiency (reading/writing/speaking) in French.

N/A

• Must be able to work overtime on short notice on occasion; and
• Must be available for occasional duties outside normal working hours (i.e., evenings and weekends);
• Ability and willingness to travel occasionally;
• Ability and willingness to travel, including internationally.

• Successful candidates must possess a valid work authorization or otherwise be permitted to work legally in Hong Kong with any employer by the closing date and for the duration of the employment period;
• Successful candidates must be able to obtain certification by Passport Canada within 3 months of employment;
• Successful candidates must be able to obtain and maintain a valid security clearance / Reliability Status (RS).

The appointment of the successful candidate will be subject to obtaining Reliability Status (RS). To conduct the RS process, the successful candidate must submit the following documents on being selected by the Mission:

• Completed Reliability Status Check forms (provided by the Consulate General);
• Consent form for Reliability Status Check – for local criminal record check and Canada’s vetting/evaluation (provided by the Consulate General);
• Proof of address from your bank or other recognized companies stating your name and your address;
• Professional and education mark sheets or certificates;
• Letters of reference;
• Reference checks – from three referees;
• HKID card or valid work permit;
• Passport photo x 1;
• Credit check results;
• Other documents as required.

This position is open to all current Consulate General employees occupying an indeterminate or term position, and spouses and dependents of Canada Based Staff who meet all the essential qualifications stated below and whose applications are received by the closing date and time. The Government of Canada is an equal opportunities employer and welcomes applications from diverse sections of the community. Candidates will be considered on merit regardless of ethnic origin, religious belief, gender, age, sexual orientation, disability or any other irrelevant factor. Our organization offers an inclusive workplace where respect, teamwork, and collaboration are part of our culture. Canada’s missions abroad are committed to promoting and supporting an environment free from harassment and discrimination, as well as encouraging and supporting employees to learn and develop their skills and competencies.

How to Apply:
• Applications must be submitted through this website by 23:59 on 25 April, 2021, Hong Kong local standard time (GMT +8);
• Only applications received through the aforementioned website before the closing date will be accepted;
• Applicants should send a résumé and covering letter in English or French which addresses each of the essential qualifications and any assets qualifications with specific and comprehensive information supporting each item;
• Communication for this process will be sent via email. It is the responsibility of the candidates to ensure accurate contact information is provided and updated as required;
• We thank all applicants for their interest, but we will only contact those who pass the initial screening.

Other Information:
• Please note that the Government of Canada does not reimburse any travel costs to and from interview nor does it reimburse any relocation costs.
• Any job offer is subject to receipt of satisfactory references.
• Proof of right to work and copies of educational and any specified professional qualifications will be required.
• Applicants who fail to confirm their attendance at our written exam and/or interview will be considered withdrawn from the process.
• Applicants are entitled to participate in the appointment process in the official language of their choice. Applicants are asked to indicate their preferred official language (English or French) in their application.
• If candidates need any special assistance in terms of attending exams or interviews, then please let us know at [email protected] during the application process.
• This competitive staffing process may be used to create an eligibility list of qualified candidates for this position and/or similar positions with various tenures, including indeterminate and term at the Consulate General of Canada in Hong Kong and Macao which may arise in the 12 months following the completion of this recruitment process. If the selected candidate is already an active Locally-Engaged Staff (LES) employee, the eligibility list may also be used for assignments or acting appointments. When you submit your application, you must specify at least one type of employment tenure for which you are interested in being considered (e.g., indeterminate only) so that we may create applicable eligibility lists.