Audit of the Immigration Program
Canadian Consulate General – Seattle
8.1. Staffing
An examination of four recent competition files revealed that a board was established for each, and the candidates were ranked according to their responses; this process was documented in each file. A signed copy of the appropriate letter of offer was on file in each case.
It should be noted that the Immigration Manager’s Guide for Locally Engaged Positions and Employees recommends that the boards be composed of three people: the supervisor, who chairs the board; one other immigration staff member; and either the mission administration officer or a member of the administrative staff. Although the successful candidate does meet with the mission administration officer after the interview, a member of the administrative staff did not attend the interviews in any of the competitions examined.
While the letters of offer make reference to compliance with the code of conduct and conflict of interest requirements, only one employee had a signed statement indicating that she was familiar with the code of conduct and conflict of interest guidelines. There were no employee certification documents on file.
A file review indicated that all security clearances were up to date, and all but one performance appraisal was up to date.
Recommendation
17. All LES members should sign the employee certification document, and the statement indicating that they are familiar with the code of conduct and conflict of interest guidelines for LES related to immigration. The signed forms should be kept in their personnel files. This should be done for each new staff member.
Management Response
Management agrees with the recommendation. All LES members have signed these documents, which are now kept in personnel files held by mission administration. The mission administration officer is following the ongoing discussions between DFAIT and CIC regarding the use of identical local staff documentation, including code of conduct and conflict of interest forms, for all LES members and has been advised by DFAIT to continue using the DFAIT versions for all employees until an agreement is reached.
- Date Modified:
