Passport Office Administrator

- 6 month contract with a possibility of an additional 6 month extention
- $28-35/hour based on expereince
- In office
- Monday to Friday
- Downtown core
- Start date: Mid February

Responsibilities
1. Consular Services
• Assessing applications for, among other things, passport renewals, travel documents, naturalization requests, visas, and authorizations for temporary stays, ensuring compliance with legal requirements and checking the completeness and accuracy of documents.
• Verifying incoming documentation for accuracy and completeness, and processing it in the system as per established guidelines.
• Communicating with applicants and other parties seeking information (in person, via email, telephone, social media, etc.).
• Collaborating with relevant consular and support organizations, as well as other departments, to ensure effective service delivery.
• Ensuring accurate and reliable management of consular payments.
• Addressing emergency situations and providing assistance outside regular office hours when needed.
• Organizing mobile consular services in various locations as required.
• Safeguarding the confidentiality and integrity of sensitive information.

2. Information and Knowledge Transfer
• Providing advice and information on interpreting and applying consular regulations and legal guidelines.
• Offering oral and written guidance on various regulations, laws, and measures to colleagues and departments.
• Reporting irregularities encountered during tasks and informing management when necessary.
• Managing consular records and archives in a transparent and organized manner.
• Identifying trends in consular services and reporting them to management.
• Attending internal staff meetings, recording minutes, and assisting in problem-solving.
• Supporting colleagues in handling complex consular cases, such as assisting citizens in distress or with special needs.

3. Framework
• Ensuring adherence to relevant laws, regulations, and guidelines necessary for accurate and lawful service delivery.
• Making decisions regarding the implementation of technical instructions, legal advice, and measures in line with regulations.
• Coordinating with senior management to ensure the quality of advice and service delivery.
• Reporting directly to relevant management teams on day-to-day operations and handling any concerns.

4. Contacts
• Interacting with applicants for consular services, providing assistance in person, via phone, email, or social media.
• Coordinating with external service providers to ensure smooth service delivery.
• Working with local authorities and interest groups to explain the application of laws and regulations.
• Collaborating with interdepartmental bodies to ensure cooperation in the execution of tasks.
• Engaging with third-party stakeholders to address and resolve issues related to consular services.

Qualifications
- 1-2 years of relevant experience required
- MUST be able to speak both English and Dutch
- Knowledge of consular processes and skills in their application;
- Skill in explaining the laws and regulations applicable to the work;
- Skill in giving advice and preparing reports;
- Skill and knowledge of basic administrative tasks.
- Skill in dealing with users, external companies and suppliers;
- Knowledge of relevant Canadian institutions is useful.



Summary
If you are interested in this opportunity and meet the qualifications, we encourage you to apply. We look forward to reviewing your application!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.