Receptionist

Job Title: Receptionist

Reporting to: Head of Migration & Regional Migration Liaison Officer

Department: Administrative and Consular Section.

Number of positions: 1 position

Gross Salary Range: Competitive

Job Location: Nairobi, Kenya

Required Languages: English, Somali and Kiswahili languages

Job Purpose: 
The Embassy of Sweden is looking for a receptionist to help expand its consular team. With a significant increase in consular cases and a growing demand to handle inquiries and requests from Swedish citizens, the Embassy aims to boost its ability to respond in the most common languages spoken by its clients and applicants. The role will also serve as the first point of contact for the public and business visitors, managing the reception and switchboard.

The consular assistant will be part of the Embassy Administrative and Consular Section. They are looking for a flexible team player to join the consular team and manning the reception.

Employers Background

The Embassy of Sweden in Nairobi represents Sweden in Kenya, Somalia, Seychelles and Comoros. The Embassy also represents Sweden in UNEP and UN-HABITAT.

The Embassy represents and advances Swedish policies, interests and values in political and economic relations, development cooperation, in trade and investment promotion and in cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.

Key Roles & Responsibility

• Respond to and give general advice in consular cases by phone and by e-mail

• Manage bookings for consular section i.e passports, citizenship cases, registration of coordination numbers
• Update the electronic booking schedule
• Responsible for the consular mailbox and consular phone hours
• Assist with oral and written translations from Somali to English
• Manning of the embassy front desk which includes greeting visitors, respond to incoming calls, handle general queries and complaints, pass on messages and transfer calls as necessary etc.
• Responsible for updating the Embassy phone list
• Manage bookings of the Embassy meeting rooms
• Receiving and dispatching deliveries
• Assist with mail handling and pouch shipments
• Perform ad hoc administrative duties
• Other duties as assigned by the Head of Administration and Consular Section

The preferred candidate will meet the following requirements:

Education and experience

• Successful completion of a university degree or similar from a recognized institution in a field relevant to the position
• A minimum of three years of relevant working experience
• Experience of consular work at a foreign mission is considered a great advantage

Other essential qualifications;

• Excellent command of oral and written English and Somali languages as well as Kiswahili
• Problem solver, excellent administrative and organisational skills
• Passionate and committed learner, ability to learn, adapt to new guidelines, reach and report on agreed results
• Have an excellent sense for good, polite and correct service
• Ability to handle and respond to people in distress
• Ability to take initiatives and adjust to changing priorities
• Strong organizational and interpersonal skills
• Strong written and oral communications skills
• Being an effective team player
• Being discreet, reliable and have a high level of integrity
• Being punctual and able to handle strict deadlines
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.

What to expect as an employee;

• Medical Insurance (family eligibility is subject to completion of probation)

• Pension benefits (subject to 5 years employment)

• 28 days of annual leave

• Gym allowance

• Competitive remuneration

If you’re interested, please send a 1-page cover letter, your CV, and at least three professional references to GAP Recruitment Services Limited by June 19, 2026. Since we might fill the position sooner, it’s best to apply as early as possible. Non-Kenyan citizens should also include a copy of their Kenyan work and residence permits.

Candidates must be legally allowed to work and live in Kenya, either by having the right visa or work permit, or by proving they can get one. The chosen candidate will handle getting the necessary permit, paying any related fees, organizing their move, and covering all relocation expenses. The Embassy of Sweden does not provide sponsorship or arrange visas or work permits.