Vacancy No.: IOM-CFA/0075/24
Position Title: CVAC Intern
Position Grade: Internship
Duty Station: Addis Ababa, Ethiopia
Type of Appointment: Three months with the possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 31 July 2024
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting huma0ne and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
Since the inception of IOM in 1951, Movement Operations have been and continue to be a fundamental pillar of the Organization’s work. The organized movement of persons in need of international migration assistance is a primary mandate of the Organization and a cornerstone of IOM’s operations. This mandate has resulted in the international transport of more than 15 million migrants and refugees worldwide. Movement Operations Units in various IOM Country Offices, coordinated under the Division of Resettlement and Movement Management (RMM) in the Department of Operations and Emergencies (DOE) at IOM’s Geneva Headquarters (HQ), are responsible for all aspects of travel for migrants and refugees under IOM’s auspices, in accordance with the various framework agreements with resettlement and receiving Governments and partners across the spectrum of the Organization’s programmes.
IOM is committed to a diverse and inclusive environment. Internal & External candidates are eligible to apply to this vacancy.
Background
Under the direct supervision of the CANVAC Team Leader/Manager the incumbent will provide administrative support for the Canada Visa Application Centre operated by IOM; particularly s/he will:
Core Functions / Responsibilities:
1. Provide client service excellence to applicants at all times, in full compliance with the CIC Statement of Work (SOW) and the CIC Service Standards.
2. Assist in the provision of client information: distribution of application forms, information sheets, and checklists regarding visa requirements; assist with telephone, fax, e-mail, chat, and SMS inquiries from clients (including requirements for submitting visa applications
and the location of client’s passport), providing timely and accurate information to clients; marketing and providing assistance to clients with Value Added Services. Informing clients of any changes to visa requirements or submission procedures.
3. Assist in the collection of complete applications as per CIC checklists: provide guidance to clients on the proper completion of application forms, while reviewing and collecting the same applications along with any supporting/additional documents, as required; record, dispatch, and follow up on applications and passports; arrange appointments for visa applicants who require interview, as required.
4. Assist in feeding data into the queue management system to maintain an orderly flow of applicants into and within the VAC. Ensure orderly movement of applicants during the course of application submission.
5. Maintain a professional appearance and migrant-friendly demeanor at all times.
6. Maintain positive working relationships with IOM’s Lead VAC Partner, VFS Global, and CIC staff locally.
7. Immediately inform CANVAC Team Leader/Manager of any problems or issues related to her/his daily work and regularly make suggestions on how to improve efficiency and client service.
8. Comply with the IOM Policy for a Respectful Working Environment”, “IOM Confidentiality Agreement”, “IOM Data Protection Manual”, IOM Standards of Conduct”, and the “IOM Policy on Reporting Irregular Practices, Wrongdoing, and Misconduct”.
9. Perform such other duties as may be assigned
About You
Educational Qualification
• Fresh graduate with a university Degree in Administration Service Management, Secretarial Science, and office management or related discipline is preferred.
Experience
• High level of computer literacy is required, in particular; good knowledge of MS Office specifically Excel;
• Good communication skills, drive for results, flexibility, efficiency, and respect for diversity;
• Ability to work effectively under stressful conditions and within a team of colleagues from varied cultures and professional backgrounds.
• Fresh graduate (within one year of graduation)
Skills
• Very good communication and interpersonal skills
• Computer literate
Languages
• Thorough knowledge of spoken and written English
• Working knowledge of French is an advantage.
Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates the ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 2
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: encourages and contributes to clear and open communication; explains
Other
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
The appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and a work permit, as applicable.
Required Skills
- Microsoft Office Pack: Word, Excel, Access, Publisher, Outlook, Powerpoint
- Communication
- Team work
How To Apply
• Applicants are required to apply via ethiojobs.net Please put the vacancy number, job title, and the duty station you are applying for in the subject line i.e., “Finance Intern, CFA/0007/2023, Addis Ababa”
• Any application without this information in the subject line and that does not fulfill/attach the below-listed documents will be disqualified and excluded from the applications.
Motivation/Application letter indicating the short vacancy number and position title as mentioned in the short vacancy notice.
CV (written in English) with three professional referees and their contacts (both email and telephone) and Copies of all Academic Certificates from an Accredited University
Only shortlisted candidates will be contacted.
The appointment is subject to funding confirmation.
We strongly encourage qualified women to apply!
Posting Period:
From 17 July 2024 – 31 July 2024
