VISA ASSISTANT
(3 POSITIONS)
REF: VA-30-12
Recruiter: U.S.
Updated on: 2012-01-26 07:10:01
AA/EE: Not Applicable
Contract: Permanent
Location: Nairobi
Available: Immediately
Category: Administrative / Clerical
Offer: FP-7; FSN-7
Introduction
The Consular Section has openings for the positions of Visa Assistant. The positions will be available immediately.
Closing date for this position is February 8, 2012.
Minimum Requirements
• Completion of high school and two years college studies is required.
• Minimum of three years experience in an office environment translating for the public as needed, handling
administrative related duties and providing customer service is required.
• Level IV (fluent) English and Level IV (fluent) Kiswahili is required.
• Must have strong writing skills (will be tested).
• Must have advanced computer skills (will be tested on Microsoft Word, Excel, and Power point).
JOB SPECIFICATION
Basic Function of Position
The jobholder will screen and prepare visa cases and citizenship applications according to a complex set of laws and
procedures. Procedures are standardized and policies are clearly defined. The jobholder will file and track the status
of cases through a computerized system, print visas and other official documents, and perform quality checks on all
documents. The position also involves translation duties, constant public interaction, the handling of sensitive personal
information, drafting letters, email correspondence and documents, and the use of multiple computer databases and
applications. The incumbent reports to and is supervised by the LES Supervisor of the unit to which he or she is
assigned.
Major Duties and Responsibilities
• Serves as needed with the Nonimmigrant Visa Unit, Immigrant/Diversity Visa Unit, Fraud Prevention Unit,
American Citizen Services or as a cashier.
• Receives, screens, and reviews applications submitted by customers at public counters.
• Processes visa or passport application data.
• Prints adjudicated documents and checks all printed documents for biodata or typographical discrepancies.
• Alerts Consular Officer to any missing documents, irregularities or potential fraud indicators. Informs officer
of any particularly complicated, sensitive or improperly processed cases. All of this requires detailed
knowledge of applicable U.S.
documents.
• Drafts responses to congressional, attorney and general public inquiries. Drafts Security Advisory Opinions
and other clearances as required.
• Organizes, maintains, and tracks requests as required by a complex set of laws and procedures.
• Responds to numerous telephone inquiries regarding information, procedures, and case status, and
disseminates information on how to schedule appointments.
• Coordinates group appointments by liaising with group leaders and the Fraud Unit.
• Creates, updates, and reproduces information sheets and brochures for all Consular units.
• Interprets from local ethnic languages including, but not limited to Kiswahili, to English for the Consular
Officer during visa interviews.
• Organizes outreach programs aimed at educating the public on Consular services, including visits to
institutions such as universities and corporate organizations to address visa and citizenship issues.
• Manages expedited appointments through either the Customer Service Center
Services database.
• Maintains a visa referral log, ensures applicants adhere to established referral procedures, and that
referring officers meet the requirements for referrals.
• Receives documents from DHL and enters updated data into the applicant's file.
• Performs other tasks as directed by Consular management.
• Prepares an inventory of all Consular equipment, ensures that it is in good use, identifies faulty equipment,
and orders necessary equipment via the Consular Affairs website.
To apply, please use the link below as your web address:
SHIPMENT ASSISTANT
REF: VA-29-12
Recruiter: U.S.
Updated on: 2012-01-25 14:41:26
AA/EE: Not Applicable
Contract: Permanent
Location: Nairobi
Available: Immediately
Category: Import / Export / Freight
Offer: FP-7;FSN-7
Introduction
The General Services Office has an opening for the position of Shipment Assistant The position will be available
immediately.
The closing date of this position is February 8, 2012.
Minimum Requirements
• Completion of high school and a diploma in business, finance or related field is required.
• At least 3 years of experience in the Customs and Shipping industry is required.
• Level IV English ability and Level IV Kiswahili ability are required.
• Must have basic skills in Microsoft Office suites.
• Must be able to type 25 WPM.
JOB SPECIFICATION
Basic Function
Responsible for preparing shipping documents for incoming and outgoing US Government shipment, customs clearance
and VAT exemption documents, Dept of State cables. Expedites customs and shipping documents, tracks such actions,
interfaces with working level Kenyan officials, and contractor, and provides status of shipments to customers.
Manages paperwork flow and files of the unit. Reports to the Customs and Shipping Unit Supervisor.
Major Duties and Responsibilities
The incumbent takes actions and prepares documents associated with the shipping and customs clearance and VAT
exemptions associated with official U.S. Government shipments as follows:
Customs and Shipping
• Prepares a wide variety of documents necessary for the clearance of incoming and outgoing U.S.
Government property and personal household effects and goods of U.S. Government employees. Expedites
the clearance for such goods through Kenyan customs, shipping and transportation authorities. Delivers
documents to appropriate offices and interfaces with working level officials and agents regarding such
actions. Tracks customs clearance actions to ensure prompt clearances to avoid storage fees or deliveries
resulting from delayed clearances.
• Tracks incoming and outgoing shipments, ensuring shipments are properly moving toward the destination
offshore or within Kenya
Dispatch Agents, which provide shipments information regarding arriving and departing employees’
household effects, airfreight and vehicles. Interfaces with working level shipping agents of contracted
companies regarding such actions. Keeps customers informed of status of shipments.
• Documents for which incumbent is responsible to prepare include Government Bills of Lading (GBL), Airway
Bills (AWB), and Contractor Work Orders (for pickup and delivery of goods). Forms and correspondence
are prepared based on information provided by the Customs and Shipping Supervisor, employees’ travel
orders and associated documents, procurement documents and the like.
• Prepares a wide variety of documents pertaining to the expeditious clearance of both Government Owned
Vehicle (GOV) and Personal Owned Vehicle (POV) through local transportation, customs and Shipping
Agents. Manages all paper work for registration, sale, transfer documents and licensing of vehicles under
mission authority. Directly liaises with all local agencies and ministries to clear vehicle registrations and
license requirements. Follows all local and U.S. Government guidelines and policies.
• Prepares status reports, maintains accurate files and tracks all vehicle registration, licensing requirements.
Coordinates with local insurance companies and general services officer to ensure all government owned
and private vehicle under mission authority insured according to local requirements.
• Prepares and processes VAT exemption forms (PRO1A and PRO1B) for purchases by the U.S. Embassy or
by VAT exempt employees of the Embassy. Prepares Diplomatic Notes to MFA explaining each VAT
exemption request. Tracks VAT exemption requests and informs customers of status.
• Manages paperwork flow within the Customs and Shipping Unit, to include files maintained on individual
employees (travel orders, shipping documents, and customs clearance); Diplomatic Note and VAT exemption
files.
• Expedites in support of approximately 20 ICASS customer agencies. Accompanies incoming and outgoing
Embassy personnel and family member on initial and final departure, accompanies visitors who require
special assistance (pets, weapons, special equipment and excess baggage) and VIP’s such as Congressional
Delegations, Deputy Assistant Secretaries and above.
To apply, please use the link below as your web address:
