Consular Affairs Officer
Operations Administrator Jobs Information
As a Consular Affairs Officer you pro-actively assist/contribute to a successful operating Consular Front Office while observing and implementing the highest levels of integrity. Work processes and tasks are executed in the most efficient manner whereby the core values and goals, always remain the focal point. This position requires a self-motivated individual with strong interpersonal skills, a quick learner who has the ability to communicate at a high level and being an effective member of the consular team. For the successful preparation, organisation and execution of tasks a demonstrable expertise and understanding of consular processes is required in compliance with the agreed policy and guidelines from the Central Consular Department (DCV) at the Ministry of Foreign Affairs
In your role you are primarily responsible for providing consular services in its broadest sense as well as logistic clerical, administrative and translation support. A substitute relationship is active within the consular team in which you will participate. In your role you are primarily responsible for providing consular services in its broadest sense as well as logistic clerical, administrative and translation support. If applicable, you can be assigned any other tasks falling under the operational management department, as required by the Operational Manager
1. Consular services
- Processing applications for travel documents (including processing data from MVA), visas and authorisations for temporary stay, including conducting interviews, assessing the various documents, entering the applications in the various computerised systems and issuing travel documents and visas;
- Providing background and other information and issuing guidelines and advice (orally and in writing) on applications for travel documents, visas and authorisations for temporary stay;
- Taking full responsibility for proper processing of requests for legalisation and consular statements;
- will be the first point of contact and administrator for the ‘Orange carpet’ program if we have an Orange Carpet programme again.
- Act as the system administrator for the appointment system as well responsible for the servicing and maintenance of the consular hardware systems;
- Administrator of the central mailbox;
- Handle inquiries by telephone, email and over the counter;
- Conducting a variety of examinations (e.g. MVV- basic civic exams, naturalisation exams, exams for Dutch nationals etc.);
- On a rotational basis join in with the emergency phone duty (idea)
- Providing consular advice to Dutch nationals including but not limited to those who have been imprisoned, hospitalised, financially destitute or who have lost a loved one;
- Provide approved updates and input regarding the consular information on the Government website and other media outlets (e.g. facebook, magazine’s etc.).
2. Logistic clerical support
- Assessing the importance and urgency of incoming correspondence and, on his/her own initiative and at his/her own discretion, appending information that is needed in order to deal with it;
- Keeping consular records by creating, organising, storing, weeding and maintaining physical files and documents;
- Arranging daily in- & outgoing local and international courier shipments and consequently check-in and check-out of documents.
3. Stakeholder interface
- Support the Operational Manager through a collaborative approach to enhance strong engagement of internal stakeholders across all departments;
- Take part in consular related meetings to establish, develop and maintain a network of consular contacts in at all levels including Government agencies such as Immigration, Police etc. Maintain up to date data of such contacts to be readily available to nominated staff; assess and evaluate collected data from different parties and where required compile reports for the Operational Manager to assess and distribute as required.
KNOWLEDGE AND SKILL REQUIREMENTS
- Knowledge of applicable legislation, internal clerical procedures, work instructions and formal rules on competence and procedures, as well as the organisation’s duties, structure and way of working;
- Knowledge of general principles of policy concerning migration and consular affairs;
- Skill in creating and keeping files;
- Skill in providing information on implementing legislation and procedures;
- Knowledge of or willigness to learn the relevant computerised and other systems used by the consular section;
- Social and communication skills;
- Ability and awareness to cope within an interpersonal and cultural environment;
STAFF MEMBER PROFILE
The desired employee should be an enthusiastic, open and communicative personality. A pro-active person, used to taking initiatives and has the self-confidence to come with suggestions. He/she is a team player by heart and is able to solve immediate problems without assistance of the senior consular officer/manager, thereby always taking into account the agreed central policies and guidelines from DCV. At all times the focus should be on providing an excellent customer service, facilitating the customer where possible. Working in a multicultural and dynamic environment should be a second nature. The employee should embrace change and together with the team implement and adapt work process that improve the services delivered and positively impact the work atmosphere. Consular employees need to be immune to stress and able to cope with unexpected situations without losing sight of the quantity and quality of the output. The essence of a consular job is to expect the unexpected.
Attractive Salary and Benefits