Administrative Support for Canada Visa Application Centre

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a key player in the global migration landscape. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the needs of migrants and the communities they are part of. IOM's mission includes providing support for migrants in need, enhancing the understanding of migration issues, and fostering international cooperation on migration matters.

Job Overview:
The position of Administrative Support for the Canada Visa Application Centre (CVAC) involves providing essential administrative assistance under the guidance of the Immigration, Border Management Division’s Immigration & Visa Support Solutions Unit. The incumbent will be responsible for ensuring client service excellence, adhering to the Immigration, Refugees Citizenship Canada (IRCC) Statement of Work and Service Standards. This role requires the individual to assist clients with visa application processes, provide timely information through various communication channels, and maintain a professional demeanor while fostering positive relationships with partners such as VFS Global and IRCC staff. The incumbent will also be expected to comply with IOM policies and contribute to improving operational efficiency and client service.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support include:

• Providing client service excellence to applicants, ensuring compliance with IRCC standards.
• Assisting in the distribution of application forms, information sheets, and checklists regarding visa requirements.
• Supporting the call center operations by providing accurate information to clients via telephone, email, and chat.
• Informing clients about changes to visa requirements or submission procedures.
• Ensuring the secure delivery of applications and passports between the VAC and the Visa office.
• Maintaining a professional appearance and a migrant-friendly demeanor at all times.
• Establishing and maintaining positive working relationships with IOM’s Lead VAC Partner and IRCC staff.
• Reporting any issues related to daily work to management and suggesting improvements.
• Complying with IOM policies regarding a respectful working environment, confidentiality, data protection, and conduct standards. 1
• Performing other duties as assigned by the team leader or management.

Required Qualifications:
Candidates must demonstrate a strong interest in working within international organizations and the client service field. They should possess a good working knowledge of computer sciences and be computer literate, with the ability to quickly learn new systems. The role requires effective communication skills, both written and verbal, and the ability to listen and adapt to feedback. Candidates should also show a willingness to support team decisions and contribute to a collaborative work environment.

Educational Background:
Candidates are required to be enrolled in the final academic year of a first university degree program or enrolled in a second university degree, or they should have recently graduated from an accredited academic institution. Preferred fields of study include English/French languages or Computer Sciences, which will provide a solid foundation for the responsibilities of this position.

Experience:
No prior experience is required for this position, making it an excellent opportunity for recent graduates or students looking to gain practical experience in an international organization. The role is designed to help individuals develop their skills and knowledge in the field of migration and client services.

Languages:
Fluency in French and Arabic is mandatory for this position, as these languages are essential for effective communication with clients. A good knowledge of English is also beneficial, as it may be required for certain tasks and interactions within the organization.

Additional Notes:
The position is an internship, and any offer made to the candidate is subject to funding confirmation. The appointment will require certification of medical fitness, verification of residency, visa, and other necessary authorizations. Interns may receive a small monthly stipend to help offset costs, but those receiving financial remuneration or credits from their university or other sponsoring bodies will not be eligible for this stipend. IOM provides coverage for occupational accidents and illnesses but does not offer medical insurance for non-occupational incidents. Interns are responsible for their own medical insurance and must provide proof of coverage before starting work. IOM maintains a zero-tolerance policy regarding misconduct and does not charge any fees during the recruitment process.