Consular, Admin and Trade Affairs Officer at Gap Recruitment Services Limited

Job Purpose:

• The Consular, Admin and Trade Affairs Officer will support the Embassy's consular, administrative, and trade functions by providing high-level operational, advisory, and coordination support. Working within a small but dynamic team, the Officer will manage agendas, organise meetings, and handle sensitive and complex consular matters with minimal supervision, except for specific assignments directed by diplomatic staff.
• The role includes providing consular services, interpreting legislation, implementing regulations, and performing duties that require sound judgment and discretion. Additionally, the Officer will support the Trade Officer in strengthening bilateral trade relations between Slovakia and Kenya/East African Community by conducting market analyses, identifying trade partners, and engaging with various stakeholders.
• This position requires a highly organised, analytical, and proactive individual committed to delivering excellent service to both the Embassy and its clients.

About the Embassy of Slovakia:

• The Embassy in Nairobi represents Slovakia in Kenya, Rwanda, Uganda, Eritrea, Somalia, South Sudan, Comoros, and Seychelles. The mission provides consular services to citizens in 34 African countries. The Ambassador also serves as Permanent Representative to UNEP and UN-Habitat.
• The Embassy operates through thematic clusters including political affairs, consular affairs, administration, and technical services and consists of both diplomatic and local staff. The Head of Mission oversees the Embassy, while the Deputy Head of Mission is responsible for the Consular Section.

Key Responsibilities:

• Provide administrative support to the Deputy Head of Mission/Consul, Trade Counsellor, and partially the Head of Administration (scheduling, logistics, correspondence).
• Respond to a wide range of consular inquiries, email, phone, and in-person on topics including visas, residence permits, passports, and nationality issues.
• Assist in collecting and screening visa/residence applications and managing all related documentation.
• Process short- and long-stay visa applications in accordance with Embassy procedures.
• Maintain current knowledge of all consular topics, legislation, and procedural updates.
• Manage applicant communication and appointment scheduling.
• Monitor and follow up on assigned tasks to ensure timely delivery.
• Cooperate effectively with all administrative functions within the Embassy.
• Provide consular assistance to Slovak nationals in need, in coordination with the Deputy Head of Mission/Consul.

Trade & Economic Affairs Support:

• Upon request of the Trade Officer, support the Embassy through:
• Independent preparation of analyses on the East African market, including economic trends and sector insights.
• Identifying reliable trade partners for Slovak companies entering the East African market.
• Assessing emerging sectors and opportunities relevant to Slovakia Kenya/EAC trade relations.
• Engaging with public and private stakeholders to facilitate trade partnerships.

Additional Duties:

• Provide substantive support in preparing advice and decisions on nationality, recognition, visas, and related matters.
• Gather and assess information in line with existing legislation, guidelines, regulations, and case law.
• Perform any additional tasks assigned by the Deputy Head of Mission or Trade Counsellor to ensure smooth Embassy operations.

Key Result Areas:

• Consular Service Delivery: Accurate assessment of applications (travel documents, visas, residence) and consistent communication with applicants.
• Information & Knowledge Transfer: Clear advice on the interpretation and implementation of relevant legislation and consular policies.
• Regulatory Implementation: High-quality support in preparing decisions on consular matters, backed by thorough research and adherence to legal frameworks.
• Bilateral Trade Cooperation: High-quality market analyses and facilitation of strategic trade partnerships between Slovakia and the Kenya/EAC region.

Skills & Qualifications:

• Worked within a senior professional level, preferably in an economic field.
• Minimum 3 years of relevant experience in consular and/or visa services.
• Knowledge of migration and consular policies, international agreements, national legislation, and relevant case law.
• Strong understanding of the East African economic environment and current market trends.
• Knowledge of tariff and non-tariff barriers affecting exports to Kenya.
• Strong analytical skills with ability to gather, clarify, and report information effectively.
• Knowledge of consular rules and regulations is an advantage.
• Excellent communication skills in English (written and spoken).
• Strong collaboration skills and a team-oriented mindset.
• Ability to work independently and make informed decisions.
• Valid driving license.