Intern – Canada Visa Application Centre (CVAC) – (Full Time – Remunerated)

The intern will provide administrative support for the Canada Visa Application Centre (CVAC) operated by IOM in Almaty, Kazakhstan. Responsibilities include client services, visa application processing, data input, fee collection, reporting, and secure handling of applications and passports under the supervision of the CVAC Team Leader.

Responsibilities

• 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.

Requirements

• 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.
• 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.

Skills

• Customer Service
• Visa Processing
• Data Entry
• Fee Collection
• Report Writing
• Drafting Correspondence
• Microsoft Office Suite
• English Communication Skills
• Organizational Skills
• Multitasking
• Teamwork
• Deadline Management
• Analytical Skills
• Administrative Support
• Language Proficiency

Languages

English, Kazakh, Russian, French