Consular Assistant/Officer at Gap Recruitment Services Limited

Job Purpose

The Embassy of the Kingdom of the Netherlands in Nairobi is seeking to hire a Consular Assistant/Officer who will be responsible for executing consular tasks accurately and reporting to the Operational Manager. This role requires an understanding that consular affairs significantly impact both how other countries perceive the Netherlands and how Dutch citizens view the Ministry of Foreign Affairs (BZ). As such, a customer-focused approach is essential.

The Consular Assistant/Officer will communicate with applicants and other parties seeking information through various channels (in person, email, phone, social media, etc.). They will review incoming documentation for accuracy and completeness, ensuring it is processed in accordance with the guidelines set out in the Consular Products & Services Catalogue. This includes checking documentation against relevant legislation, procedures, and agreements. The Consular Assistant/Officer will also provide support during evacuations and repatriations and collaborate closely with the Consular Service Organisation (CSO) and Netherlands Worldwide (NWW).

The Consular Officer will handle more complex matters and, after internal consular staff meetings, will record minutes and action points, identify challenges, and actively contribute to finding solutions. They will remain vigilant to irregularities encountered during their tasks and inform their line manager when necessary. Additionally, the Consular Officer will identify emerging consular trends and report them to their line manager. If required, they may also be asked to complete simple translation assignments (Dutch/English/local language). Furthermore, the Consular Officer will provide support in social consular situations (e.g., prisoner support and assisting Dutch nationals stranded abroad) in accordance with established guidelines and regulations.

Result Areas

• Consular tasks are performed in accordance with the applicable rules and regulations (e.g. the Visa Code and other legislation, and the Operational Procedures Manual (HBBZ)).
• Applications for Dutch travel documents, short-stay visas (KVVs) and authorisations for temporary stay (MVVs) are properly assessed and registered in the various computer systems.
• Applications for verification, DNA tests, consular certificates and civic integration tests are processed in an effective and customer-friendly manner.
• Consular questions are dealt with in a meticulous, customer-friendly manner, or forwarded to NWW.
• Consular payments are managed accurately and with integrity.
• Records and consular archives are managed in a transparent and orderly manner, in accordance with instructions.
• The integrity of confidential information is safeguarded.

Key Responsibilities

• Accept short and long stay visa applications and enter them into the electronic system.
• Accept and process applications for Dutch travel document in accordance with instructions
• Handle Consular enquiries received via the mailbox
• Handle civic integration exams
• Handle DNA testing in conjunction with the appointed doctor
• Process and reconcile daily consular payments (no cash)
• Print visa stickers
• Manage consular records and consular archives in accordance with instructions

Skills & Qualifications:

• Excellent communication skills in English (level C1), knowledge of the Dutch language is preferred.
• Good feel for organisation and coordination, shows intercultural sensitivity
• Skilled in communicating with internal and external contacts at various levels, striking a good balance between empathy and assertiveness
• Experienced at using computer programs
• Administrative skills
• Knowledge of general policy principles regarding movement of people, migration and consular affairs is useful
• Knowledge of consular rules and regulations is an advantage.
• Good collaborative skills and team player spirit.
• Ability to work independently.