Consular Assistant and Receptionist

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 dead lines
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.