Oversee and execute critical responsibilities integral to the role, ensuring alignment with organizational objectives. Undertake a diverse array of tasks designed to enhance operational efficiency, drive project success, and foster team collaboration. Maintain responsibility for overseeing key functions, including strategic planning, performance monitoring, and stakeholder engagement. Provide leadership in managing cross-functional initiatives, resolving complex challenges, and optimizing process workflows. Ensure adherence to established policies, procedures, and compliance standards to uphold organizational integrity. Actively contribute to talent development, fostering a culture of continuous improvement and innovation within the team.
Handle consular inquiries via telephone and email, offering informed guidance on a variety of matters.
Oversee the processing and scheduling of appointments for the consular section, encompassing passport applications, citizenship petitions, and the registration of coordination numbers.
Revise the digital reservation timetable to ensure accurate and up-to-date information is reflected across all integrated systems.
Manages the consular mailbox and handles consular phone inquiries during designated hours.
Provide support in translating oral and written materials from Somali to English with precision and accuracy.
Responsibilities include managing the embassy front desk, where duties encompass greeting visitors, addressing incoming calls, handling general inquiries and complaints, relaying messages, and transferring calls as needed.
Maintains and updates the Embassy’s official telephone directory to ensure accurate and current contact information for all staff and departments.
Oversee the reservation and scheduling of meeting rooms within the Embassy facility.
Handling incoming and outgoing shipments efficiently, ensuring accurate receipt and timely dispatch of deliveries is essential.
Provide support for mail processing and pouch dispatch operations.
Handle various administrative tasks as needed to support office operations and ensure efficient workflow management.
Perform any additional tasks as directed by the Head of Administration and Consular Section.
The ideal candidate will fulfill the following qualifications:
Education and experience
A relevant university degree or equivalent qualification from an accredited institution is required for this role.
A minimum of three years of professional experience in the relevant field is required.
Proficiency in consular operations within a foreign diplomatic mission is highly advantageous.
Other important qualifications include a minimum of five years of experience in a related field, along with proficiency in industry-specific software and tools. A strong understanding of project management principles and the ability to work independently are also required. Additionally, candidates must possess excellent communication skills to collaborate effectively with team members and stakeholders.
Proficiency in both spoken and written English and Somali, alongside fluency in Kiswahili, is required.
Accomplished problem-solver with a strong aptitude for administrative tasks and exceptional organizational capabilities.
Dedicated learner with a strong commitment to continuous development, capable of quickly grasping new concepts and adjusting to updated protocols. Proven ability to meet and exceed predetermined objectives while maintaining high standards of accountability through consistent progress tracking and reporting.
Have an excellent sense for good, polite and correct service
Demonstrated skill in managing interactions with individuals experiencing emotional distress, ensuring compassionate and effective communication.
Demonstrates strong adaptability and initiative in dynamic environments, effectively managing shifting priorities with efficiency and responsiveness.
Highly proficient in organizational management and interpersonal communication, ensuring effective coordination and collaboration in all professional interactions.
Proficient in both written and verbal communication is essential.
Proven ability to collaborate seamlessly within a team environment, fostering a culture of mutual support and shared accountability. Demonstrated capacity to communicate openly, contribute constructively to discussions, and align individual efforts with collective goals to achieve optimal outcomes. Adaptable to diverse team dynamics while maintaining professionalism and a solutions-oriented mindset. Committed to leveraging individual strengths to enhance overall team performance and drive project success.
Maintaining strict confidentiality, demonstrating unwavering reliability, and upholding a strong commitment to integrity are essential attributes for this role.
Punctuality and the capacity to meet stringent deadlines are essential qualifications for this position.
Skilled in utilizing core Microsoft Office applications, including Word, Outlook, and Excel, among others.
Qualifications
BA/BSc/HND
