Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Context:
Working under the direct supervision of CVAC Team Leader the selected candidate will provide administrative support for the CVAC operated by IOM.
Duties and responsibilities would include:
- Provide client services to applicants at all times, in full compliance with the Immigration, Refugees and Citizenship Canada (IRCC) contractual obligations and service standards.
- Assist in providing information to the applicants: distribution of forms and checklists; provision of accurate and timely replies to applicants’ enquiries through phone, email, chat and in person; assistance and guidance with value added services. Manage queue order through Queue Management System at the reception desk and submission counters as required.
- Assist in collecting visa applications and sorting the documents: verification of completeness and correctness of visa application forms; completeness check of the supporting documents; sorting of the documents with relevant checklist; assistance to applicants if the documents are incomplete.
- Input visa application data: maintain an expert user level with the provided application management software, ensure quality check of collected data and generated invoices; accuracy of the tracking of passports and documents; scanning and quality check of supporting documents.
- Collect service fees; review correctness of payment and charge against the application management software; issuance of invoices; daily reconciliation of collected fees and invoices.
- Assist in reporting services: daily reports generation and quality check of collected applications and fees; assistance to CVAC Team Leader in quality check.
- Delivery and collection of applications and passports: secure transfer of the visa applications and passports to/from the IRCC specified visa offices; sorting and counting of applications and passports; secure return of passports to applicants and delivery to courier.
- Inform management of any problems or issues related to daily work, security issues, systems and software issues, complaints and make recommendations for improvement.
- Compliance with all IOM Policies including: “IOM Standards of Conduct”, “IOM Policy for a Respectful Working Environment”, “IOM Policy and Procedures for Preventing and Responding to Sexual Exploitation and Abuse”, “IOM Confidentiality Agreement”, “IOM Data Protection Principles”, “IOM IT Policies and Guidelines”.
- Perform such other duties as may be assigned.
Training components and learning elements:
- The intern will gain experience in a UN Organization, including client service and visa sphere.
Gain experience in collecting visa applications and providing administrative services in compliance with the Immigration, Refugees and Citizenship Canada (IRCC) contractual obligations and service level agreements.
- Enhance computer, technical skills and software skills by using different business applications.
- Develop interpersonal and intercultural skills, time-management and organizational skills.
- Learn to work independently and collaboratively.
- Demonstrate ability to maintain accuracy and confidentiality in performing responsibilities; 100% integrity.
- Acquire detailed knowledge of IOM’s values, mission and objectives and how IOM works with the partners and other stakeholders to promote humane and orderly migration.
Required Qualifications and Experience:
- Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent); or
- Be enrolled in a graduate school programme (second university degree or equivalent, or higher); or
Have graduated with a university degree and, if selected, must commence the internship within one year of graduation.
- University degree in Economics, International Relations, Business Administration, the Social Sciences, Law, Development Studies, International Affairs or any related discipline will be considered.
- All applicants must be between 20 and 36 years of age.
- Experience in migrant-related programmes or visa related services is an advantage.
- Experience in customer service.
- Excellent computer skills, MS Office applications.
- Ability to draft correspondence and communicate effectively in English.
Excellent writing, communication and analytical skills.
- Excellent organizational skills and practical experience in knowing how to multi-task, prioritize and work independently.
- Experience in working effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.
- Proven ability to produce quality work accurately and consistently according to set deadlines.
Languages
For this internship, fluency in English, Kazakh and Russian is required (oral and written). Working knowledge of French is desirable.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
Depending on experience and location, interns are granted a small monthly stipend to help offset costs. Interns benefiting from an internship allowance or scholarship granted by their university or other sponsoring body that includes financial remuneration or credits for coursework will not be eligible for the stipend.
IOM covers Interns against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the internship. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Interns are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
No late applications will be accepted. Only shortlisted candidates will be contacted.