The Embassy Of Sweden Kenya

Job Purpose: 
<ul>
<li>The Embassy is looking for a receptionist and to expand the consular team. The Embassy is experiencing a significant increase in consular cases and the demand to handle enquires and requests from Swedish citizens keeps rising. Hence the Embassy is looking to expand the consular team and improving their ability to respond to enquiries in the most common languages spoken by our consular clients and applicants. The incumbent will also be the general publics and business visitors first contact with the Embassy by manning and operating the Embassy's reception and switch board.</li>
<li>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.</li>
</ul>
Key Responsibilities:
<ul>
<li>Respond to and give general advice in consular cases by phone and by e-mail.</li>
<li>Manage bookings for consular section i.e. passports, citizenship cases, registration of coordination numbers.</li>
<li>Update the electronic booking schedule.</li>
<li>Responsible for the consular mailbox and consular phone hours.</li>
<li>Assist with oral and written translations from Somali to English.</li>
<li>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.</li>
<li>Responsible for updating the Embassy phone list.</li>
<li>Manage bookings of the Embassy meeting rooms.</li>
<li>Receiving and dispatching deliveries.</li>
<li>Assist with mail handling and pouch shipments.</li>
<li>Perform ad hoc administrative duties.</li>
<li>Other duties as assigned by the Head of Administration and Consular Section.</li>
</ul>
Qualifications and Other Requirements:
<ul>
<li>University degree or similar from a recognized institution in a field relevant to the position.</li>
<li>A minimum of five years of relevant working experience.</li>
<li>Experience of consular work at a foreign mission is considered a great advantage.</li>
<li>Excellent command of oral and written English and Somali languages as well as Kiswahili.</li>
<li>Problem solver, excellent administrative and organizational skills.</li>
<li>Passionate and committed learner, ability to learn, adapt to new guidelines, reach and report on agreed results.</li>
<li>Have an excellent sense for good, polite and correct service.</li>
<li>Ability to handle and respond to people in distress.</li>
<li>Ability to take initiatives and adjust to changing priorities.</li>
<li>Strong organizational and interpersonal skills.</li>
<li>Strong written and oral communications skills.</li>
<li>Being an effective team player.</li>
<li>Being discreet, reliable and have a high level of integrity.</li>
<li>Being punctual and able to handle strict deadlines.</li>
<li>Proficiency in basic MS Office programs: Word, Outlook, Excel etc.</li>
</ul>
What to expect as an employee;
<ul>
<li>Medical Insurance + Pension benefits (subject to 5 years employment).</li>
<li>28 days of annual leave.</li>
<li>Gym allowance.</li>
<li>Competitive remuneration.</li>
</ul>

Consular Assistant/ Receptionist

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, trade and investment promotion and cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.
The Embassy is experiencing a significant increase in consular cases and the demand to handle inquires and requests from Swedish citizens keeps raising. Hence the Embassy is looking to expand the consular team and improve our ability to respond to inquiries in the most common languages spoken by our consular clients and applicants.
The Embassy seeks to recruit an experienced Consular assistant and receptionist who will also be the general public’s and business visitors first contact with the Embassy by manning the reception and answering all incoming calls.
Main duties
<ul>
<li>Respond to and give general advice in consular cases by phone and e-mail;</li>
<li>Manage bookings for the consular section i.e. passports, citizenship cases, registration etc;</li>
<li>Assist with oral and written translations from Somali to English;</li>
<li>Man 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;</li>
<li>Management of the embassy’s meeting rooms;</li>
<li>Receiving and dispatching deliveries;</li>
<li>Assisting with mail handling and pouch shipments;</li>
<li>Perform ad-hoc administrative duties;</li>
</ul>
Reporting
The consular assistant/receptionist will be part of the Embassy’s Administrative and Consular Section and he/she will report to the Head of Administration. The workplace will mainly be at the Embassy in Nairobi.
Education and experience
<ul>
<li>A relevant bachelor level university degree or similar from a recognized institution in a field relevant to the position;</li>
<li>A minimum of two years of relevant work experience. Having experience from handling people under distress is going to be considered a great advantage;</li>
<li>Knowledge of Somali language Knowledge of a Swedish or another Scandinavian language is added advantage.</li>
<li>Experience of work in the consular field or for a diplomatic mission or another international organization is preferred.</li>
</ul>
Other essential qualifications
<ul>
<li>Excellent command of oral and written English and Somali is a must</li>
<li>Have an excellent sense for good, polite and correct service</li>
<li>Ability to handle and respond to people in distress</li>
<li>Ability to take initiatives and adjust to changing priorities</li>
<li>Strong organizational and interpersonal skills</li>
<li>Strong written and oral communications skills</li>
<li>Being an effective team player</li>
<li>Being discreet, reliable and have a high level of integrity</li>
<li>Showing punctuality</li>
<li>Proficiency in basic MS Office programs: Word, Outlook, Excel etc.</li>
<li>Quick to adapt, able to handle the balance between understanding service and still say no.</li>
</ul>
How to Apply
Interested individuals are invited to submit a 1-page Letter of Motivation, a CV and a minimum of 3 professional references to <a href="mailto:recruitment@dpckenya.com" target="_self">recruitment@dpckenya.com</a> not later than 17th March 2021.
The email subject should be “ CONSULAR ASSISTANT AND RECEPTIONIST’’
Only shortlisted candidates will be contacted.
The terms and conditions for locally employed staff apply. The position is for two years with a minimum of 6 months’ probation period.
Any form of canvassing will lead to automatic disqualification.

CONSULAR ASSISTANT AND RECEPTIONIST

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, trade and investment promotion and cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.
The Embassy seeks to recruit an experienced Security Officer with a deep understanding of threats and risks that a diplomatic mission in Kenya is faced with. The ideal candidate should be a good team player, be discrete with a high level of integrity.
Main duties
<ul>
<li>Liaise and share security-related information and incidents with focal points at other embassies, UN, EU and diplomatic police;</li>
<li>Ensure quick dissemination of security advisories to staff members and spouses when needed;</li>
<li>Provide security briefings to staff members and spouses or visitors;</li>
<li>Conduct training of staff members and spouses to heighten their security awareness, conduct emergency exercises at the embassy;</li>
<li>Work closely with the Embassy’s security subcontractors;</li>
<li>Be the main focal point for day to day contacts with the Embassy’s static security provider;</li>
<li>Manage, supervise and train the security guards at the embassy and residences;</li>
<li>Supervise and train the drivers in VIP-driving and maintenance, monitor the fleet tracking system and coordinate all transports;</li>
<li>Manage the Embassy’s fleet of vehicles including being responsible for regular maintenance and insurance matters;</li>
<li>Conduct regular inspections of security installations;</li>
<li>Assist in drafting and updating emergency procedures, security instructions and risk and vulnerability assessments;</li>
<li>Carry out security inspections at posted staff member’s residences;</li>
<li>Other administration tasks related to security;</li>
<li>The workplace will mainly be at the Embassy in Nairobi, however occasional duty trips may be required.</li>
</ul>
Reporting
The Assistant Security Adviser will be part of the Embassy’s Administrative Section, report to the Head of Administration but liaise closely with the Regional Security Advisor;
Education and experience
<ul>
<li>A bachelor level university degree from a recognized institution. Specialized education within security or risk management is an added advantage.</li>
<li>A minimum of three years of experience working with security in an international organisation or diplomatic mission organisation.</li>
<li>Knowledge of threats and risks that a diplomatic mission in Kenya is faced with.</li>
<li>Experience with performing training session including training of security guards in various procedures and SOP’s is an added advantage</li>
<li>Knowledge of local languages spoken in Kenya and Kenya’s wide security issues is an added advantage</li>
<li>Previous work experience with alarms, CCTV, physical security installations etc.</li>
</ul>
Other essential qualifications
<ul>
<li>Fluent written and oral skills in English.</li>
<li>Ability to take initiatives and have flexibility</li>
<li>Being an effective team player</li>
<li>Being discreet, reliable and have a high level of integrity</li>
<li>Showing punctuality</li>
<li>Proficiency in basic MS Office programs: Word, Outlook, Excel etc.</li>
</ul>
How to Apply
Interested individuals are invited to submit a 1-page Letter of Motivation, a CV and a minimum of 3 professional references to <a href="mailto:recruitment@dpckenya.com" target="_self">recruitment@dpckenya.com</a> not later than 17th March 2021.
The email subject should be “SECURITY OFFICER’’
Only shortlisted candidates will be contacted.
The terms and conditions for locally employed staff apply. The position is two years with a minimum of 6 months’ probation period.
Any form of canvassing will lead to automatic disqualification.