Expedited SVN Office Assistant (Customer Service), Abuja & Lagos

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context Under the overall supervision of the Chief Migration Health Officer (CMHO)/ Migration Health Officer and the direct supervision of the 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 Lagos and Abuja, NIgeria.

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.

Education

• University Degree with at least one year of relevant working experience.
  OR
• High School degree/Certificate with 3 years of relevant working experience Accredited Universities are those listed in the UNESCO World Higher Education Database.
  • Preferred duty station in order of preference (if more than one).   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 in English and local language IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   Values - all IOM staff members must abide by and demonstrate these three values:
        • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
      • 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.
  • Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.