Client Service Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's work encompasses a wide range of areas including migration health, migrant rights, and the integration of migrants into host communities, reflecting its commitment to the well-being of migrants and the communities they join.

Job Overview:
The Client Service Assistant position is integral to the operations of the Canada Visa Application Centre (CVAC) managed by IOM. This role involves providing essential administrative support to ensure that the visa application process is efficient and meets the standards set by Immigration, Refugees and Citizenship Canada (IRCC). The Client Service Assistant will be responsible for delivering high-quality client services to applicants, ensuring that all interactions are handled with professionalism and in compliance with IRCC service standards. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks effectively under tight deadlines. The assistant will also play a key role in maintaining accurate records and ensuring the security" style="border-bottom: 1px dotted #007bff !important;">security of sensitive documents throughout the application process.

Duties and Responsibilities:
The Client Service Assistant will have a diverse set of responsibilities including:

• Providing client services to applicants, ensuring compliance with IRCC contractual obligations and service standards.
• Assisting in the distribution of forms and checklists, and providing accurate information to applicants through various communication channels.
• Collecting and sorting visa applications, verifying the completeness and correctness of application forms and supporting documents.
• Inputting visa application data into the application management software, ensuring quality checks and accuracy of tracking for passports and documents.
• Collecting visa and service fees, reviewing payment correctness, issuing invoices, and reconciling daily collections.
• Generating daily reports on applications and fees collected, and assisting in quality checks for the VAC team.
• Managing the secure transfer of applications and passports to and from IRCC specified visa offices.
• Reporting any issues related to daily operations, security, or software systems to management.
• Complying with IOM Staff Rules and Regulations and performing any other related duties as assigned by the Team Assistant or VAC Management.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Management, Accounting, or a related field from an accredited academic institution. Additionally, candidates should have at least two years of relevant professional experience in administrative roles, particularly in migrant-related programs or visa-related services. Strong customer service skills and the ability to work collaboratively in a team environment are essential. Candidates should also demonstrate strong organizational skills and compliance with service level standards.

Educational Background:
The educational requirement for this position includes a university degree in a relevant field such as Business Administration, Management, or Accounting. The degree must be from an accredited institution recognized by the UNESCO World Higher Education Database. This educational background is crucial for understanding the administrative and operational aspects of the visa application process.

Experience:
The ideal candidate should have experience working in migrant-related programs or visa-related services, with a strong emphasis on customer service and team management. Experience in administrative assistance and finance management within IOM or similar organizations is highly desirable. Candidates should demonstrate a proven track record of effectively managing multiple tasks and responsibilities in a fast-paced environment.

Languages:
Fluency in English, both oral and written, is mandatory for this position. As IOM's official languages include English, French, and Spanish, proficiency in any of these additional languages would be considered an asset. Language proficiency will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the communication requirements of the role.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Ethiopia will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and compliance with government regulations. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM maintains a zero-tolerance policy regarding conduct that contradicts its objectives, including discrimination and harassment. Importantly, IOM does not charge any fees at any stage of the recruitment process, ensuring a fair and transparent hiring process.