ADVERTISEMENT VACANCY NOTICE

Open to Internal and External Candidates

Position Title

:

Junior Customer Service Assistant (2 position)

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Organizational Unit

:

Migration Health

Duty Station

:

IOM Kigali, Rwanda

Classification

: General Service Staff, Grade G3 (UN salary Scale for

GS staff)

Type of Appointment

: One-year fixed term with possibility of

extension

Estimated Start Date

:   As soon as possible

Closing Date

:

20.08.2023

Reference Code

:

VN2023/09 – RW

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. 

Context:

Under the overall supervision of the Chief of Mission (CoM) and the general supervision of the Chief Migration Health Officer (CMHO) and direct supervision of senior medical assistant the successful candidate will be responsible for the carrying out the following duties and responsibilities in relation to the Migration Health Assessment Centre (MHAC) in Kigali, Rwanda.

Core Functions / Responsibilities:

  1. Provide general information, relevant to Health Assessment Programs, Applicant processing and other IOM services to the clients.
  2. Greet visitors and provide a positive image of IOM and hospitality for clients, and visitors.
  3. Identify and aid clients requiring prioritization.
  4. Answer clients’ questions and provide information regarding health assessment process.
  5. Direct clients to the right department, staff, or helpful resources such as bulletins, brochures etc. Follow up with customers as needed to ensure any problems are resolved.
  6. Maintains constant vigilance to ensure the safety of clients, staff, and IOM property. Report unusual activity or suspicions of safety issues to the supervisor in a timely manner.
  7. Assist in maintaining a visitor’s log and ensure they are provided with security access to the building and offices if required.
  8. Gathering, organizing, and archiving paper and electronic files and documents. Secures and protects the privacy of such documents and files.
  9. Receives, directs, and tracks all incoming/outgoing correspondence (courier packages, etc.) adhering to established procedures in the mission.
  10. Monitor the process flow to ensure order and manage crowding in waiting areas by redistributing clients to other stations when necessary.
  11. Perform other duties as may be assigned.

Required Qualifications and Experience  

Education

  • University Degree with at least one year of relevant working experience.

OR

  • High School degree/Certificate with 3 years of relevant working experience. 

Experience 

  • Proficient in MS office applications e.g., Word, Excel, PowerPoint, Email, Outlook.
  • Prior work experience with humanitarian organizations, non-government, hospitality, or service-oriented industry in a multi-cultural setting is an advantage; and,

Experience in administrative, or customer service support will be considered.

Skills 

  • Attention to detail, ability to organize paperwork in a methodical way.
  • Discreet, details and client-oriented, patient with willingness to learn new things.
  • Written and verbal communication skills.
  • Knowledge of customer service.
  • Ability to work under pressure.
  • Multitasking and Prioritizing

Languages

Fluency English and Kinyarwanda is required. French is an added advantage.

Required 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 ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges

Core Competencies

  • 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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

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   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 neighboring 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 neighboring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications to iomrwandarecruitment@iom.int .

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page)

Only shortlisted candidates will be contacted for the recruitment process but subject background checks.

Posting period:

From 07.08.2023 to 20.08.2023

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