United Republic of Tanzania: Data Processing Assistant & CVAC Client Service

Organization: International Organization for Migration
Country: United Republic of Tanzania
Closing date:18 Mar 2015

Vacancy Announcement: IOM/DAR/003/15

Seniority Brand: G4

Reporting directly to Nurse, Overall supervision by Chief of Mission, CoM

II. Organizational Context and Scope

Under the overall supervision of the Chief of Mission and direct supervision of the Nurse in charge of the United Kingdom Health Assessment Programme (UKHAP) and CVAC Client Service Assistant for technical issues; and the Resource Management Officer for administrative issues, the Incumbent will provide administrative support for the UKTB and Canadian Visa Application Centre operated by IOM; particularly s/he will:

III. Responsibilities and Accountabilities

  1. Prepare Medical forms, Certificates and make an appointment list on daily basis. Regularly communicate with UKTB program clients in order to respond timely on their and program requirements.
  2. Instruct the clients on the pay of payment for IOM services collect the bank receipts and report on it to the Finance Unit on daily basis.
  3. Liaise with health services providers and arrange the desired and appropriate daily schedule for TB screening.
  4. Running and maintaining the medical database including data entry, updating and creating backups, Communicate, share data with MHD/Nairobi Health Informatics Unit and produce reports / statistics on a regular basis.
  5. Answer incoming telephone calls to IOM, provide secretarial and administrative support to the office, and also file in a systematic and orderly manner incoming/outgoing UKTB documents, memoranda and other IOM documents and forms.
  6. Prepare, receive and dispatch medical documents and x-rays related to the TB assessment.
  7. Follow ethics and confidentiality rules to safeguard the interests of the applicants and IOM.
  8. Provide excellent client service to applicants at all times, in full compliance with the CIC Statement of Work (SOW) and the CIC Service Standard Requirements (SSR)
  9. Assist in the provision of timely and accurate information to clients, including checklists regarding visa requirements and services provided by the VAC; assist with telephone and email inquiries
  10. Assist in the collection and forwarding of complete applications as per CIC checklists to the Visa Office, including biometrics collection: review and collect the application forms along with the supporting documents; collect the applicable Canadian visa fee(s) and IOM service fee(s), issuing accurate receipts; record all

applications in the CVAC software; ensure appropriate dispatch and follow up on applications and passports.

  1. Assist in returning processed applications, passports and supporting documentation, according to the requirements.
  2. Reporting: Assist in maintaining accurate and detailed records of all applications and fees received, biometrics enrolled and report these accordingly.
  3. Perform any other duties as assigned by the supervisor
  4. IV. Competencies
  5. The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability
  6. Accepts and gives constructive criticism
  7. Follows all relevant procedures, processes, and policies
  8. Meets deadline, cost, and quality requirements for outputs
  9. Monitors own work to correct errors
  10. 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 and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

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

Planning and Organizing

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

Professionalism

  • Effectively applies knowledge of health issues in execution of responsibilities at appropriate level
  • Maintains confidentiality and discretion in appropriate areas of work
  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes 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 contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment
  • 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 apply it to appropriate work

Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs

V. Education and Experience*

Secondary School Diploma,

  • Minimum 4 (Four) Years of experience

VI. Languages

Required Fluency in both written and spoken

English and Kiswahili

Advantageous * Higher education in the related area.

  • Knowledge of French & the local language(s); excellent computer skills, especially in MS Office; Strong interpersonal & intercultural skills with an attention to detail; Team player; 100% integrity.

How to apply:

Qualified national candidates are encouraged to apply no later than 18 March 2015

To apply please send a motivation letter specifying the Vacancy Notice Number, and the filled out personal history form, accessible here: http://www.iom.int/files/live/sites/iom/files/About-IOM/docs/Personal-history-form.xls to tzvacancy@iom.int

Applications which do not meet the specified minimum requirements or are received after closing date will not be considered.

Acknowledgements will be sent to short-listed candidates.