Senior Consular Assistant - US EMBASSY TANZANIA

ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The US Embassy is seeking an individual for the position of Senior Consular Assistant in the Consular Section.

BASIC FUNCTION OF POSITION

Jobholder resolves and manages the most sensitive issues affecting U.S. citizen clients and will offer consular officers sound professional recommendations on individual cases. Trains new FSNs and Consular Officers in all post procedures and Tanzanian immigration law. Serves as resident expert for full range of consular operations: American Citizen Services, Special Consular Services, Non-immigrant Services, Immigrant and Diversity Visas, computers and office administration. Also serves as primary contact for Tanzanian government officials at all levels, introducing new Consular Officers to important government contacts. Serves as backup in all FSN positions, as required. Manages office workflow. As a senior FSN, maintains operations, continuity and up to date adherence to regulations/procedures. Reports to the Consul.

MAJOR DUTIES AND RESPONSIBILITIES:

Office Management Responsibilities

15%

In the absence of a section OMS, the incumbent performs the daily office management activities of a small but busy consular section, under the supervision of the Consul.

  1. Orders and issues office supplies.

  2. Ensures that the section always has adequate copies of all consular forms, information sheets, etc. on hand and available to the public and our CitiBank contractor. Downloads new consular and Department of Homeland Security forms and arranges to have them locally printed. Prominently displays important notices for the public.

  3. Manages heavy volume of consular mail, including almost daily use of private courier companies.

  4. Tracks and maintains log of congressional inquiries and other official correspondence.

  5. Maintains consular section’s chronological and subject matter files.

  6. Answers the phone and directs calls.

  7. Manages all aspects of the office workflow with minimal input from the Consul.

  8. Authorized to make any office management decision, from placement of new equipment to modifying in-house processing procedures.

American Citizen Services and Special Consular Services

35%

Provides full range of American Citizen Services to American citizens in Tanzania with minimal supervision.

  1. Handles difficult and unusual cases, bringing the Consular Officers’ attention to any cultural sensitivities or other aspects needing special attention and suggests which Tanzanian authorities to contact in which order.
  2. Provides assistance to American citizens on questions about local law and procedures affecting foreign residents and visitors. Assists U.S. citizens in obtaining proper visas from Tanzanian authorities. Explains arcane Tanzanian legal processes to Americans.
  3. Serves as primary contact with Tanzanian consular and tourism officials. Maintains effective network of these contacts and coordinates with Tanzanian Ministry of Foreign Affairs on issues of mutual concern such as visa reciprocity. Maintains close contact with Tanzanian government airport officials to encourage them to treat Americans well and to immediately call the Consular Section with any problem involving Americans.
  4. Drafts diplomatic notes and general correspondence to Tanzanian officials in English and Swahili for DCM’s or Consular Officers’ signature. Translates documents for use by American citizens with Tanzanian authorities. Drafts e-mail correspondence to American citizens and local Non-governmental Organizations. Prepares other documentation for American citizens, and US Legal Permanent Residents, as needed.
  5. Serves as resident expert with respect to the death of American citizens and their estates in Tanzania.
    • Confirms identity of deceased Americans.
    • Obtains necessary documentation from local authorities, sympathetically advises families on procedures, and makes arrangements for the repatriation of remains.
    • Arranges for protection of deceased’s personal effects.
    • Prepares all necessary documentation, including reports of death, mortuary certificates, inventory of personal effects and other required documents for Consular Officers’ final review and signature.
    • Calls Consular Officers’ attention to any unusual aspects of a case and refers Officer to applicable FAM references.
    • Prepares annual disposition of Deceased American’s Remains report.
  6. Serves as resident expert in American citizen arrest cases, including accompanying Consular Officers on police/jail visits and gathering information on arrested/detained American citizens. Since each case is unusual in Tanzania, FSN guides Consular Officers through Tanzanian bureaucratic labyrinth, acting also as interpreter, in order to first locate the American in one of the many jails, gain access to him/her and do so in the quickest manner possible.
  7. With minimal supervision, conducts welfare and whereabouts checks on the full range of cases including those that are unusual or sensitive. Conducts these checks by working with police and other Tanzanian government contacts.
  8. Maintains WARDEN system (phone, email and mail in very poor communication infrastructure environment). Organizes and supervises the delivery of Warden messages to American citizens. Provides regular updates to Wardens, Consular Officers, RSO, DCM, and Ambassador.
  9. Screens applicants for U.S. passports and determines eligibility up to final adjudication by Consular Officers. Issues emergency passports manually with few errors.
  10. Screens applicants and determines eligibility for Citizen’s Reports of birth Abroad (CRBA) up to final adjudication by Consular Officers. Explains CRBA process to parents and ensures they understand process, the uses of a CRBA and how to obtain copies in the future. Continues the documentation process by processing passports and Social Security Number applications for newly issued CRBA citizens. Issues CRBA.
  11. As resident expert in Tanzanian culture and society, applies such knowledge to the preparation and updating of Welcome Manual for American Citizens, such as an updated list of English speaking doctors, lawyers, and Consular Information Sheet.
  12. Prepares full spectrum of notarial services up to final signature by the Consular Officers. Explains service and use of notarials to American and Tanzanian public.
  13. Cross-trains other consular FSN in American citizen services processes and procedures.
  14. Assists the Consul in dealing with American citizens' medical emergencies by consulting with/translating for local doctors, visiting Americans in local hospitals and arranging for food and medicine to be provided; liaising with private medevac companies and GOT officials to arrange medical evacuations.
  15. Helps devise and implement strategies for aiding American citizens in distress. Helps contact family members in the States, prepares OCS Trust cables requesting transfer of money from the Department of State to destitute American citizens in Tanzania. Prepares Cables accounting for such transfers. Helps make travel arrangements for Americans being repatriated to the United States.
  16. Serves as liaison with a variety of local authorities. Cultivates and maintains working relationships with helpful officials from Immigration, Customs, Police, MOFA, and Ministry of Hotels and Tourism. Maintains current listings of consular officials and non-governmental contacts for business and representational purposes.
  17. Responds, in person, over the telephone, and in writing to American citizens' questions about travel and tourism in Tanzania, and with travel information and advisories.

Visa Responsibilities

35%

  1. As resident expert, manages all facets of Immigrant Visa operations.
    • Has in-depth knowledge of IV procedures, regulations, laws, and operations.

    • Advises Consular Officers on full range of cases including those that are complex or unusual.

    • Maintains communication with the National Visa Center in the United States regarding status of Tanzanian IV applicants.

    • Manages the Immigrant Visa quota system (estimates the visa numbers required monthly, requests monthly quota numbers from the Visa Office, and returns unused numbers to the Visa Office at the end of the month), coordinates monthly with the Visa Office to ensure that post receives the quantities/categories of visa numbers required.

    • Downloads and manages electronic files received monthly from the NVC. Manages the paper files for several thousand IV cases.

    • Monitors case activity; prepares and sends termination letters for inactive cases.

    • Updates and retires files as required by the Consular Management Handbook.

    • Processes individual cases up to the final review of the Consular Officers: Advises applicants of regulations and procedures and keeps them apprised of application’s status. Also coordinates with consular staff in Bangkok and other posts, as necessary. Prescreens cases to ensure the applicants have submitted all of the documents required by law or regulations. Certifies that cases are documentarily qualified to proceed to interviews with Consular Officers. Sets IV appointments.
  2. Fully processes follow-to-join Visas 92 (asylee) and Visas 93 (refugee) cases up to the final review of travel packet and travel letter by the Consular Officers. Advises applicants of regulations and procedures and keeps them apprised of application’s status. Liaises with INS-Nairobi Refugee Coordinator to ensure proper processing.
  3. Supervises all NIV operations, ensuring the smooth running of an NIV section that processes approximately 5,000 visas annually.
    • Sets up operational procedures.

    • Reviews NIV petitions and serves as primary NIV contact for VIP clients (i.e. Tanzanian official travelers, employees of American corporations, third country diplomats).

    • Advises Consular Officers on regulations and procedures and on difficult/complex cases.

    • Provides NIV Visa Clerk with technical guidance as needed. Trains, supervises and backs-up NIV Visa Clerk. Prepares NIV Visa Clerk’s annual evaluation.

    • Assists with daily NIV operations, as needed.

  4. Manages/supervises all facets of Diversity Visa Program up to final review and processing of winners’ visas by Consular Officers.
    • Prepares DV information in Tanzanian and arranges widespread dissemination.

    • Responds to DV Program inquiries from public.

    • Supervises DV Clerk.

    • Assists Tanzanian DV Program winners with IV application process: explains process, maintains contact, ensures that application and supporting documents are complete; maintains communication with the Kentucky Consular Center in the United States regarding status of Tanzanian DV applicants.

General Consular Responsibilities

15%

  1. Serves as Primary Consular Cashier; takes payment and issues receipts for all Fee Consular Services (up to $5,000 per day).
    • Reconciles all fees with Embassy B&F office on a daily as well as monthly basis.

    • Runs End-of-Day, End-of-Month, and End-of-Year reports and other Automatic Cash Register reports, as required.

    • Prepares monthly summaries of all fee activity for signature of Consular and B&F Officers.

  2. Acts as interpreter for Consular Officers during visa and refugee interviews. Translates for Consular Officers in general meetings with Tanzanian government officials and anytime that Consular Officers’ language skills are not sufficient for effective communication.

  3. Drafts correspondence regarding complex or sensitive cases for INS officials, the U.S. Refugee Coordinator and State Department desk officers.

  4. Understands and expertly uses consular computer systems. Is resident expert on ACS software and fully capable in IV and NIV software. Is able to start up and backup system as well as guide Back-up Consular Officers in the intricacies of the system. Maintains contact with CA Support Desk and post’s Information Services technicians.

  5. Maintains all Consular Section records and statistical data and prepares regular reports as mandated by the State Department, including workload reports, annual consular package and F-77 report.

  6. Represents the Consular Section to the Tanzanian public. Alerts the Consular Officers to visitors who require VIP treatment or whose treatment requires other sensitivities. Answers all inquiries and pays special attention to Tanzanian government officials and American corporations. Directs NIV and DV Visa Clerks, Receptionist and guard force in dealing with public inquiries. Drafts and translates correspondence, cables, informational material and press releases for Tanzanian public.

  7. Serves as institutional memory of Consular Section.



QUALIFICATIONS REQUIRED

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

  1. Education: Bachelor's degree is required or four years related consular experience.


  2. Prior experience: Four to six years experience in an administrative field, to include handling issues dealing with regulations and government procedures.


  3. Language proficiency: Level IV (Fluent) English is required, as well as fluency in Kiswahili.


  4. Knowledge: A thorough knowledge of applicable laws, regulations, and procedures. Immigration and Refugee Divisions of the Ministry of Interior, prisons, mortuaries, and the Airport Authority. A good knowledge of procedures of the following international institutions: UNHCR, International Office of Immigration. A good understanding of Tanzanian visa laws.


  5. Skills and Abilities: Must be able to interact quickly and effectively with mid to high-level Tanzanian government officials. Must be able to represent the American Embassy and American citizens effectively to Tanzanian government officials. Must exercise tact and good judgment in dealing with unusual or complex cases.




SELECTION PROCESS

When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA

1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.

TO APPLY

Interested candidates for this position must submit the following for consideration of the application:

  1. Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174). A hard copy of the application form (DS-174) is also available at the American Embassy, gate 3; or


  2. A combination of both; i.e. Sections 1 -24 of the UAE along with a listing of the applicant’s work experience attached as a separate sheet; or


  3. A current resume or curriculum vitae that provides the same information found on the UAE (see section 3A below for more information); plus


  4. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.


  5. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.

3A. If an applicant is submitting a resume or curriculum vitae, s/he must provide the following information equal to what is found on the UAE.

Failure to do so will result in an incomplete application.

    A. Position Title
    B. Position Grade
    C. Vacancy Announcement Number (if known)
    D. Dates Available for Work
    E. First, Middle, & Last Names as well as any other names used
    F. Date and Place of Birth
    G. Current Address, Day, Evening, and Cell phone numbers
    H. U.S. Citizenship Status (Yes or No) & status of permanent U.S. Resident (Yes or No; if yes, provide number)
    I. U.S. Social Security Number and/or Identification Number
    J. Eligibility to work in the country (Yes or No)
    K. Special Accommodations the Mission needs to provide
    L. If applying for position that includes driving a U.S. Government vehicle, Driver’s License Class / Type
    M. Days available to work
    N. List any relatives or members of your household that work for the U.S. Government (include their Name, Relationship, & Agency, Position, Location)
    O. U.S. Eligible Family Member and Veterans Hiring Preference
    P. Education
    Q. License, Skills, Training, Membership, & Recognition
    R. Language Skills
    S. Work Experience
    T. References

SUBMIT APPLICATION TO

American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam

POINT OF CONTACT

Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726 or 2294970

CLOSING DATE OF THE POSITION: TBA

The US Mission in Tanzania provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

Only shortlisted candidates will be contacted

Senior Consular Assistant - US EMBASSY TANZANIA Senior Consular Assistant - US EMBASSY TANZANIA Reviewed by Unknown on 9:38:00 AM Rating: 5

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