Consular Assistant/ Receptionist

Job Purpose: 

• 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.
• 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.

Key Responsibilities:

• 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.

Qualifications and Other Requirements:

• University degree or similar from a recognized institution in a field relevant to the position.
• A minimum of five years of relevant working experience.
• Experience of consular work at a foreign mission is considered a great advantage.
• Excellent command of oral and written English and Somali languages as well as Kiswahili.
• Problem solver, excellent administrative and organizational 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 + Pension benefits (subject to 5 years employment).
• 28 days of annual leave.
• Gym allowance.
• Competitive remuneration.