IOM Internationale Organisation für Migration Hiring for Visa Support Assistant Job at Berlin Full Time

Open to Internal and External Candidates
VACANCY NOTICE

Position Title : Visa Support Assistant
(Korea Visa Application Centre – KVAC)
Duty Station : Berlin, Germany
Reference Code : VN-DE1-2022-33
Classification : General Service Staff, Grade G4
Type of Appointment : O* ne Year Fixed-Term Contract (40hrs/week) 12 months,*
with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : *23 December 2022
*

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 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.

C *_ontext:
_*

In support of the Embassy and Consulate of the Republic of Korea (ROK) in Berlin,
Germany, IOM will be providing administrative visa-related services among nine Visa
Application Centres in all Europe, aimed at making the visa application process timelier and
more convenient.

Under the overall guidance of the Chief of Mission in Germany and the direct supervision of
the KVAC Team Leader in Berlin, Germany, the incumbent will provide administrative
support for day-to-day operations of the KVAC operated by IOM.

*_Core Functions / Responsibilities:
_*

• Provide client service excellence to applicants at all times, in full compliance with the

Korean Ministry of Justice regulations and service standards.

• Assist 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.

• Assist in collecting visa applications and sorting the documents: verification of

completeness and correctness of visa application forms; completeness check of the
supporting documents also in remote; sorting of the documents with relevant checklist;
assistance to applicants if the documents are incomplete.

• Input visa application data: maintain and expert user level with IOM’s VAPS application

management software, ensure quality check of collected data and generated invoices;
accuracy of the tracking of passports and documents with barcode method; scanning and
quality check of supporting documents.

• Verify visa and service fees: verify correctness of payment and change against the

VAPS application management software; issuance of invoices; daily reconciliation of
collected fees and invoices; secure storage of petty cash.

• Assist in reporting services: daily reports generation and quality check of collected

applications and fees; daily reports for contact centre (received calls, call-backs, missed
calls etc.) assistance to KVAC team leader in quality check.

• Delivery and collection of applications and passports: secure transfer of the visa

applications and passports to/from the Korean visa office; sorting and counting of
applications and passports; secure return of passports to applicants and delivery to
courier.

• Maintain a professional appearance, in uniform and migrant friendly demeanor at all

times.

• Immediately inform management of any problems or issues related to daily work,

security issues, systems and software issues, complaints and make recommendations for
improvement.

• Perform any other related duties that may be assigned by the team leaders or KVAC

management.
*_Required Qualifications and Experience
_*

*Education
*

• University degree in Business Administration, Client Services, Social Science or a

related field from an accredited academic institution; or an equivalent combination of
education, training and experience; or

• University degree in the above fields with two years of relevant professional experience.

*Experience and Skills
*

• Experience in migrant-related programmes OR visa related services;

• Experience in customer service;

• Working and living experience in Korea as advantage.

*Languages
*

Fluent knowledge of English and Korean. Knowledge of German or official IOM language is
an advantage.

*_Required Competencies
_*

The incumbent is expected to demonstrate the following values and 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 – behavioural indicators level 1

• 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.IOM’s competency framework can be found at this link.

*_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. As part of the mandatory medical entry on duty clearance, candidates will be
requested to provide evidence of vaccination against COVID-19.

This post is subject to local recruitment. Only persons holding a valid residence/work permit
for Germany will be eligible for consideration.

*_How to apply:
_*

Interested candidates are invited to submit their applications including a cover letter (not
exceeding one page), CV and relevant certificates and references by email at
[email protected].

Please indicate your name, reference code and position title in the email subject.

Due to the large volume of applications, only shortlisted candidates will be contacted.

Posting period:

From 09 December to 23 December 2022

*_Contact
_*

International Organization for Migration / Germany
Human Resources
Nikolaos Amoiridis
Email: [email protected]

Job Type: Full-time