Programme Officer–Consular and Visa at Embassy of Ireland

Programme Officer–Consular and Visa at Embassy of Ireland

Position: Programme Officer–Consular and Visa

Embassy of Ireland

Dar es Salaam

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

The Embassy of Ireland in Dar es Salaam is seeking to recruit a resourceful, proactive and flexible individual with previous experience in a similar environment to fill the position of Programme Officer – Consular and Visa. The Embassy of Ireland in Dar es Salaam is also accredited to Burundi, Comoros, Democratic Republic of Congo, East African Community and Seychelles.

The Programme Officer will work on all aspects of visa processing and consular work for the Embassy of Ireland in Dar es Salaam. The Programme Officer will support the Embassy to provide a high quality, consistent and efficient level of service to our citizens and clients who are living in, or visiting, Tanzania and our other countries of accreditation.

The Programme Officer will be required to develop a detailed knowledge of the various processes for consular services, including visa applications, passport and other consular services, as well as for the provision of consular advice and assistance.

The Programme Officer will be required to be proficient in a range of ICT skills in order to be trained to use the various software systems used by the Embassy.

The Programme Officer will be required to develop familiarity and understanding of the wider work of the Embassy, to be familiar with the Mission’s Strategy and Business Plan, and more broadly with the Department of Foreign Affairs High Level Goals and Objectives.

Roles and Responsibilities:

The precise range of duties will vary over time according to the needs of the Embassy, but will include the following:

Consular assistance and services

• Support to emergency consular assistance, including out of office hours as required.
• Assisting the Management team with consular cases, including managing a database and records, in accordance with consular instructions and guidelines.
• Assist with updating of travel advisories and consular contingency plans.
• Build and sustain networks of contacts for consular emergencies and responses.
• Taking receipt of and processing applications for passports, Foreign Birth Registrations, emergency travel documents, and other consular services as required.

Visa processing

• Communicating with visa applicants and agents by email, phone and in person and ensuring the provision of accurate and timely information services.
• Analyse visa applications for Tanzania, Burundi, Comoros, Democratic Republic of Congo, and Seychelles.
• Assist with visa applications to the diplomatic officer.
• Confirmation and verification of elements of visa applications as required.
• Maintaining responsibility for the collection of, and accounting for, visa and passport application fees, as well as other fees charged for consular services, with a high degree of integrity, sensitivity and attention to detail.
• Organising and monitoring the workflow of visa applications according to internal processes, flagging urgent or sensitive cases, and maintain monthly consular tracker.
• Reporting on monthly and quarterly visa statistics.
• Maintaining excellent working relationships with colleagues in relevant HQ departments and relevant national stakeholders in the Embassy’s countries of accreditation.

Support functions

• When required, attend and engage in quarterly, annual and strategic planning meetings at the Embassy.
• Participating in the organisation of embassy events.
  Perform any other duties as required from time to time.

Essential requirements candidates must be able to demonstrate:

• A graduate degree preferably in a field such as business or public administration, office management or social sciences.
• At least 5 years’ experience in a customer-facing role.
• Previous experience in consular services provision and/or general office administration.
• Excellent interpersonal and communication skills, with an ability to develop effective working relationships with people at all levels and the ability to work independently and as part of a team.
• Strong analysis and judgement, and be able to present clear conclusions or recommendations from analysis of different sources and types of information.
• High level of integrity and an ability to exercise discretion.
• Strong organisation and time management skills with very good attention to detail.
• Ability to work under pressure and to manage multiple tasks, prioritising based on importance and urgency.
• Examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel) and ability to schedule appointments/updating calendars.
• Excellent command of written and spoken English and Kiswahili.
• All applicants must have a permanent legal right to reside and work in Tanzania.

Desirable skills and experience

• Previous visa processing experience.
• Strong command of written and spoken French.
• Further third level qualifications, particularly in the areas of Business Administration of a field relevant to the work of the Embassy.

Terms and conditions

• Primary work location: Embassy of Ireland, Dar es Salaam
• Working hours: full time, or 38 hours per week. There are 20 days’ annual leave. Occasional late working or attendance at work-related events outside of working hours is required (periodic travel will be required).
• The annual salary for the position is TSH 74,345,305, including a 13th month, (TSH 5,718,870 per month).
• Salaries are paid direct to a bank account; therefore the successful candidate must have a bank account;

Benefits:

• The Embassy offers an employee health benefits scheme; NSSF.
• Start date: 01 November 2024, or an earlier date can be considered;
• The successful candidate will be offered a Two year Fixed Term contract, including a probationary period.

How to apply

Completed application forms should be sent via e-mail only to: [email protected] with the subject line “Programme Officer – Consular and Visa”

Applications must be received before 17:00hrs (local time) on 08 September 2024

Application Form – Programme Officer Consular and Visa

CVs or cover letters will not be accepted.

No applications will be accepted after this deadline

Please note that only short listed applicants will be contacted.

Selection Process:

Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential/Key Requirements above.
It is planned that interviews will be held in person at the Embassy of Ireland in Dar es Salaam in September 2024.
A skills test may be included in the recruitment process.
A second interview may be included in the recruitment process.
A panel may be set up depending on the calibre of candidates.
General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland in Tanzania is committed to a policy of Equal Opportunity.