Job Vacancy at U.S. Embassy – Visa Assistant
Visa Assistant (Non-Immigrant)
Announcement Number: DaresSalaam-2023-038
Hiring Agency: Embassy Dar Es Salaam
Position Title: Visa Assistant (Non-Immigrant) (Internal Candidates Only)
Open Period: 08/14/2023 – 08/28/2023
Vacancy Time Zone:GMT+3
Series/Grade: LE – 1415 7
Salary: TZS TSh29,568,947 /Per Year
Work Schedule: Full-time – 40HRS PER WEEK
Promotion Potential: LE-7
Duty Location(s): 1 Vacancy in Dar Es Salaam, TZ
The Nonimmigrant Visa (NIV) Assistant performs a wide range of consular duties associated with delivering nonimmigrant visa (NIV) services, in accordance with the NIV unit’s standard operating procedures and established visa processing guidelines. Incumbent performs data-entry, document review, correspondence, passport manifesting, visa printing, and other general office work. Customer service focus is essential in a visa unit that addresses applicants in person daily. The position requires a high-level of attention to detail to spot trends or potential issues and escalate those as necessary.
Case Management – 70%
- Manages the process of scheduling, interviewing, printing, and visa delivery for applicants applying for various NIV classes, including rare and complex visas classes, and coordinates process for visa applicant groups.
- Applies knowledge of various visa classes and their exact processing requirements to ensure proper annotations and documentation requirements are met.
- Supports preparation of complex Security Advisory Opinion (SAO) requests for submission to the Department.
- Monitors receipt of responses from the Department for SAO and waiver requests and preparing passports for further processing.
- Downloads application information in NIV systems.
- Ensures applications and other required documents are submitted and completed correctly, and verifies electronic photo is acceptable.
- Ensures all required documents for petition-based cases are submitted and completed correctly, and that petition information is available in the Petition Information Management Service (PIMS).
- Downloads PIMS information for all petition-based visa applicants and runs it against PIMS batch report in the Consular Consolidated Database (CCD). Submits expedited requests for PIMS batch reports when needed.
- Groups cases based on family relationship and/or travel purposes electronically.
- Ensures birth certificates, marriage certificates, and other required documents are included when applicable.
- Initiates mandatory namechecks.
- Enters the proper nationality and notifies the applicant of the relevant reciprocity fees, if applicable.
- Notifies the adjudicating officer regarding special processing steps and of reciprocity fees, if any.
- Captures photos as needed of NIV applicants for the visa foil.
- Performs error and quality assurance check.
- Ensures cases have passed all clearances.
- Prints approved visas onto controlled, accountable blank visa foil sheets, ensuring there are no errors in biodata or print quality.
- Peels and applies approved visas into passports.
- Separates and organizes cases by foil number, as appropriate.
- Maintains logs of passports and foil numbers, as appropriate.
- Enters passport information into a local database to track passports sent to the courier, as needed.
Checks the visas in individual passports and performs quality assurance checks to make sure they are error-free.
- Verifies each passport against local database before packaging, as appropriate.
- Screens for possible fraud trends in cases based on local context and norms and escalates cases as appropriate.
- Performs thorough screenings of applicant documents for certain visa classes and preparing clear and concise summaries of document contents as appropriate.
Communication – 10%
- Provides general and complex visa information to the public by responding to visa inquiries received in person and electronically.
- Contacts applicants directly to request additional information as needed to facilitate officer adjudication.
- Assists with creation of outreach materials. Providing the public with salient visa information in formal and informal settings.
- Participates in outreach events as a representative of the U.S. government.
- Assists with the scheduling and processing of high-level host country government contacts/applicants.
- Tracks cases and assists with drafting reporting for Post’s Front Office regarding important cases.
- Corresponds with other Department of State offices including the Visa Office, Kentucky Consular Center (KCC), Consular Affairs Systems and Technology (CST) on visa processing and petition verification issues when needed.
- Assists with interpretation, as needed.
Accountability – 10%
- Manages and safeguards personally identifiable information (PII) on a daily basis.
- Shares responsibility with other NIV assistants and supervisors when dealing with visa foils. Incumbent is personally accountable for receipt and safeguarding of numbered items. Department regulations require that some case files be maintained and appropriately secured.
- Separates cases that have expired, need corrections, and/or are open in the system.
- Updates and maintains Visa Unit documents and forms.
- Destroys documents at specified intervals.
Other Duties – 10%
- The job holder also functions as a back-up supervisor or team lead, consular cashier, manages a specialize portfolio, or assists in other work units as assigned.
Minimum two years of experience involving the application of regulations and law, extensive public contact, customer service, or problem-solving experience is required.
Good understanding of local governmental organizations, immigration law and practices, and cultural and social practices.
Completion of High School is required.
- English level III (Good working knowledge) Reading/Writing/Speaking is required.
- Kiswahili level IV (Fluent) Reading/Writing/Speaking is required (This may be tested)
SKILLS AND ABILITIES:
Intermediate knowledge of Microsoft Word and Outlook, and basic knowledge of Microsoft Excel and Power Point is required. Must be able to perform work with accuracy at a quick, rapid pace. Must be able to deal effectively with the public, exercising tact, and be able to work under continuous pressure and time constraints. Must demonstrate attention to detail, ability to work effectively as a member of a team as well as independently with minimal supervision, and strong interpersonal skills. Must have good skills for drafting written correspondence in both English and local language. Must be able to apply good judgment in evaluating evidence and to apply regulations correctly.
EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The U.S. Mission 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.
Diversity Equality and Inclusion Statement
The US Mission to Dar es Salaam, Tanzania values a workforce of different backgrounds, cultures, and viewpoints. We strive to create a welcoming environment for all and we invite applicants from diverse backgrounds to apply.
All applicants under consideration will be required to pass medical and security certifications.
The U.S. Mission in Tanzania offers compensation package that may include health, separation, and other benefits.
HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.
HIRING PREFERENCE ORDER:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP and CS with reemployment rights **
* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability dated within the past six months, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.
** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.
For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.
How to Apply:
To apply for this position, applicants MUST apply electronically via ERA.
For more information, visit this link https://tz.usembassy.gov/embassy/jobs/
To qualify based on education, you MUST submit the requested degree and / or transcripts as verification of educational requirement by the closing date of this announcement. Failure to provide requested information, or the information is insufficient to verify eligibility, may result in disqualification for this position.
• Residency and/or Work Permit
• High School Certificate
• High School transcript
• Proof of citizenship/National Identification (National ID or Passport)
Eligible Family Member Applicants:
• Copy of Sponsor’s Orders/Assignment Notification (or equivalent)
• Passport copy
• DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted only via email.
Thank you for your application and your interest in working at the U.S. Mission in Tanzania.