Program Analyst/Coordinator

 

SUMMARY OF DUTIES

The mission is seeking to fill a Program Analyst/Coordinator  position for the Immigration program.

Under the supervision of the Migration Program Manager, a senior IRCC Immigration Officer (FS-02 level), a senior executive, or a locally engaged Migration Officer (LE-O2 level), the Program Analyst/Coordinator provides administrative and coordination services in support of the delivery of Canada's immigration and refugee programs (IRCC).

Core responsibilities include but are not limited to:

• Supporting the implementation of IRCC programs at the mission by conducting contextual research and preliminary analysis on all types of cases, and by carrying out the administrative procedures required for assigned files and projects.
• Providing information, guidance, and support to supervisors and managers regarding IRCC administrative activities, systems, and processes, while ensuring compliance with established requirements and procedures. Analyzing the local context, trends, and available data to identify opportunities, issues, and risks related to IRCC programs.
• Playing a key role in the development, implementation, and evaluation of standard operating procedures related to program support functions.
• Coordinating the activities of the IRCC Centralized Intake Office within a designated region.
• Organizing registry services, including the receipt, registration, distribution, and processing of emails and files. Ensuring the entry, verification, and accessibility of documents required for application processing and assessment.
• Entering, validating, monitoring, and tracking information in systems, databases, files, and documents, while conducting quality control checks.
• In accordance with established instructions, identifying and determining appropriate sources of information and gathering the required information. Assessing the need for additional information when necessary, adjusting research and verification activities accordingly, and conducting required follow-up actions in line with established procedures. -
• Providing administrative support to senior management, maintaining up-to-date budget documentation, preparing and monitoring financial files, coordinating meetings, travel arrangements, and hospitality activities, and managing associated reimbursement and settlement requests.
• Organizing and coordinating the administrative and logistical aspects of events and activities.
• Providing administrative support and contributing to activities related to outreach, engagement, collaboration, and stakeholder relations.
• Providing high-level administrative support related to the delivery of IRCC programs and initiatives, including travel and visit management, budget forecasting and compliance verification, stakeholder engagement activities, business intelligence and risk information, stewardship activities, data analysis, and reporting.
• Planning, drafting, and finalizing correspondence, instructions, and documents related to administrative activities, procedures, and processes.
• Translating complex documents or providing interpretation services during meetings, presentations, or high-level communications, as required.
• Ensuring the ongoing security of information and assets in accordance with applicable laws, policies, and standards.
• Performing other duties as required.
• Demonstrating a high level of integrity and adhering to the highest standards of values and ethics.

This position requires strong organizational skills, initiative, and the ability to effectively manage complex situations. The incumbent must consistently demonstrate diplomacy, discretion, and the highest level of integrity, while complying with Canadian legal requirements regarding the protection of personal information and adhering to the organization's values and ethical standards.

 

AREA OF SELECTION

This selection process is open to all applicants, who have the right to reside and legally authorized to work in France, including Embassy employees, Canada-based staff spouses and their dependent children of at least 16 years of age, who meet all the essential qualifications and whose applications are received by the closing date. 

Please note that the Embassy of Canada in France does not sponsor work permits, either directly or indirectly.

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 other 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.

 

ESSENTIAL QUALIFICATIONS

All essential qualifications will be assessed. Methods of assessments and screening of candidates may include but are not limited to: verification of credentials, resume and letters of presentation; interviews, exams and practical tests; presentations or other types of assessments.

Education

This position requires:

• • • University degree (equivalent to a French Bachelor's degree, Bac+3).

Note: Candidates will be required to provide proof of their education.

Language

The Following languages and proficiency levels are required for this job. Candidates will be formally assessed or requested to provide proof of certification on these levels.

• • • An advanced proficiency level (reading, writing, comprehension, and speaking) in English.
    • An advanced proficiency level (reading, writing, comprehension, and speaking) in French.

Experience

In order to perform the duties relevant to this job, the following experience is required.

• • • At least two (2) years of recent* experience gained in a professional office environment** in one or more of the following areas:
      • Budget management, including planning, forecasting, budget monitoring, and verification of expenditure compliance;
      • Migration-related matters, including regular and irregular migration, visas, fraud, consular services, or other related fields;
      • Conducting research, analysis, and reporting, and providing recommendations in a professional setting;
      • Developing, managing, and maintaining collaborative relationships with internal and/or external partners and stakeholders, including governmental and non-governmental organizations.

*Recent experience is defined as experience acquired within the last five (5) years.

**Experience must have been gained in a professional office environment (cumulative part-time assignments will also be considered as qualifying experience).

Competencies

All competencies* will be assessed. All competencies must be met prior to appointment.

• • • Knowledge of office administrative procedures and basic financial administration.
    • Knowledge of Microsoft Office applications, including Outlook, Word, and advanced functions in Excel.
    • Research.
    • Thinking Things Through.
    • Organizational and Coordination.
    • Oral Interaction.
    • Working with Others and Horizontal Leadership.
    • Client Orientation.
    • Judgment and Discretion.
    • Values and ethics.

*For more information on competencies: Competency Dictionary

 

ASSET QUALIFICATIONS

Preference may be given to candidates who meet the Asset Qualifications. Where applicable, candidates must clearly demonstrate how they meet any asset qualifications.

• Experience working in an embassy, high commission, or international organization.
• Experience using financial data management software such as SAP or a similar system.
• Experience in data analysis, including data interpretation, results analysis, and the creation of queries and macros to extract data.
• Experience in reporting on risks related to immigration matters or in developing and conducting anti-fraud and quality assurance exercises.
• Demonstrated ability to develop complex analytical tools using software applications such as Power BI, Excel, or comparable programs.
• Professional experience in organizing events such as information fairs, exhibitions, conferences, or congresses.

 

OPERATIONAL REQUIREMENTS

Operational requirements will be assessed on a “meet/does not meet” basis and can be used to determine right fit of a candidate for the position.

• Hours of Work: Normal hours of work for this position are in accordance with Locally-Engaged Staff regulations of 35 hours per week, from Monday to Friday
• Overtime: Willingness to work overtime on short notice. (During weekday evenings and/or on weekends).
• Willingness to work in a high-pressure environment.
• On-site work only (no remote work).
• Willingness to work on French public holidays when the Embassy remains open.

 

CONDITIONS OF EMPLOYMENT

Conditions of employment must be met or complied with before being appointed to a particular position. They are to be maintained throughout the employment period.

• Valid work authorization: Ability to obtain and hold a valid work authorization covering the entire employment period.
• Security screening: Obtain and maintain a Reliability Status (security level) which includes a criminal and credit background check from the Government of Canada. 

 

HOW TO APPLY

Follow the below instructions to ensure your application can be considered.

• You must submit your application using the "Apply online" function. Only applications submitted via VidCruiter will be considered, unless a valid reason is presented and accepted prior to the closing date.
• Do not include personal data such as; age, date of birth, gender, marital status, family status, religion or a picture in your application form, CV nor cover letter (as required). Only include information relevant to the vacancy as requested in the above job poster.
• You must clearly demonstrate in answering the screening questions how you meet the qualifications of the vacancy. You must provide concrete and detailed examples that clearly explain where, when, and how you gained the qualification in each question box. Global Affairs Canada cannot make any assumptions about your studies nor experience. No additional information will be sought beyond what you submit in your online application.
• Candidates may be required to upload a CV and/or a cover letter in English or French. These documents may (or may not) be used as a secondary source to validate the answers to the screening questions.
• Applications which do not include all the requested documents or information and/or which are not received by the closing date will be rejected.
• Candidates who are unable to submit their application due to technical difficulties must report these to LES-E-Recruitment-BREU@international.gc.ca prior to the closing date. Failure to do so will result in the application being rejected.

 

IMPORTANT NOTES

Carefully review the following:

• Please note that the Embassy of Canada to France does not sponsor work authorizations directly or indirectly.
• Only applications submitted in one of the official languages of Canada will be accepted (English or French).
• 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.
• Candidates must provide an email address that accepts email from unknown users and regularly check their email, including spam folder.
• Reference checks may be sought for candidates.
• Please note that the Embassy of Canada to France does not reimburse any travel costs to and from interviews/exams nor does it reimburse any relocation costs.
• Before an offer of employment can be made, successful candidates must provide a local residence address as proof of residence in the specified area of selection. This information is necessary to issue a letter of offer.
• We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you need to be accommodated (during any phase of the evaluation process, please contact us at LES-E-Recruitment-BREU@international.gc.ca to request specialized accommodation (a modification made to the standard assessment conditions, allowing individuals with disabilities to demonstrate their abilities on an assessment by removing barriers related to their specific needs). All information received in relation to accommodation will be kept confidential.
• The results of this selection process may also be used to establish one or more pools of fully or partially qualified candidates for similar term, indeterminate, part-time or full-time openings at the Embassy of Canada to France or other missions of Canada abroad,  which might arise following the completion of this selection process.
• Please note that Canadian citizens employed at the Embassy of Canada in France are generally considered non-residents for tax purposes and will be required to pay income taxes in Canada and social security contributions in France. It is the responsibility of applicants, not the Embassy, to consult the Canada Revenue Agency and the appropriate French authorities regarding any potential tax implications associated with prospective employment at the Embassy of Canada in France.
• The Government of Canada has established a multiple step salary scale as well as Terms and Conditions tailored to each country’s local labor environment. The Government of Canada does not negotiate salaries. Competitive benefits in line with local practices for each country are also provided in the gross compensation package.