Visa Assistant - US Embassy

The Consular Section has an opening for the position of Visa Assistant. The position will be available immediately. Closing date for this position is April 8, 2015.

Minimum Requirements

Qualifications Required:

• Completion of high school and two years college studies is required. 
• Minimum of four years of experience in an office environment, translating for the public as needed, handling administrative related duties, and providing customer service is required. 
• Level IV (Fluent) English and Level V (Professional translator/interpreter) in Somali is required.  

Other Criteria

• Must have strong writing skills. 
• Must have strong computer skills in Microsoft Word, Excel and Power Point
• Must have excellent communication skills and ability to work under pressure.
• Must have experience in interpretation/translation between Somali and English languages.
• Must have had experience managing multiple administrative tasks requiring attention to detail in an office environment.

Job Specification

BASIC FUNCTION OF POSITION 

The jobholder will screen and prepare visa and U.S. citizenship applications according to a complex set of laws and procedures.  Procedures are standardized and policies are clearly defined.  The jobholder will file and track the status of cases through a computerized system, print visas, passports, CRBAs and other official documents, and perform quality checks on all documents.  The position also involves translation duties, constant public interaction, the handling of sensitive personal information, drafting letters, email correspondence and documents, and the use of multiple computer databases and applications. The jobholder serves as needed in the American Citizen Services Unit, Immigrant/DV Visa Unit, Nonimmigrant Visa Unit, and Fraud Prevention Unit.  The incumbent reports to and is supervised by the LES supervisor of the unit to which he or she is assigned. 

The jobholder translates from Somali language for the interviewing officers in visa cases and for American Citizen Services (ACS).  He/she informs the officers about culturally appropriate queries; assesses the conformity of client’s claims within religious and cultural boundaries; and advises the officers appropriately.  The incumbent reviews all forms of printed documentation to ascertain the existence of claimed relationships for appropriate decision-making by officers.  He/she assists the Fraud Prevention Unit (FPU) on Somali cases requiring further questioning or follow-up.

MAJOR DUTIES AND RESPONSIBILITIES

1.Applicant Intake           

The incumbent processes applicants for interviews including producing the applicant entry list, and using Qmatic to queue and transfer applicants. Reviews applications and ensures the completeness and accuracy of all required and relevant forms and supporting documents. Confirms the applicant is not an imposter and that the passport has the required validity. Where applicable, ensures the applicant has paid the relevant fees in accordance with the Consular fees schedule. Reviews and determines the visa category applicable to process the application.  Obtains application updates using the Consular Consolidated Database. Loads the applicants’ information into several databases and registers the applicants’ biometrics. 

2. Data entry and Scanning 

The incumbent integrates information from a variety of sources (referrals, petitions, diplomatic notes, medical reports, civil documents and support documents from various sources) into various databases through association and scanning. Proofreads and amends information in the databases. Ensures the appropriate annotations are applied to specified applications. Prioritizes applications ready for adjudication by the Consular Officers. 

3. Printing  Visas and Passports       

The incumbent receives and is accountable for controlled items (visa foils, passports, reports of birth abroad, wet seals, travel documents and keys to all cabinets/DHL courier bags). Incumbent is the sole custodian of all adjudicated cases until they are dispatched to DHL. Checks for typographical discrepancies prior to printing all adjudicated cases. Verifies that printed visas, passports and reports of birth abroad pass quality checks.  Processes DS-232 travel documents for applicants who require passport waivers. Packages relevant supporting documents with respective passports and prepares packets for certain non-immigrant and immigrant visas. Incumbent is responsible for dispatching passports via DHL on a daily basis. 

4. Correspondence

The incumbent responds to public inquiries received from various sources including writing, phone, and email.  Serves as a primary contact for mission inquiries, public counter inquiries and telephone inquiries.  Incumbent receives support documents for pending cases and logs them into the appropriate databases. Compiles received information and distributes updated cases to the respective officers to review and adjudicate. 

5. Interpreting                                                                                                                Performs interpretation/translation from Somali to English for the interviewing officers in visa cases and for American Citizen Services (ACS).  Informs the officers about cultural considerations. Assesses the conformity of clients’ claims within religious and cultural boundaries, and advises the officers appropriately.  Reviews all forms of printed documentation to ascertain the existence of claimed relationships for appropriate decision-making by officers.  Assists the Fraud Prevention Unit (FPU) on Somali cases requiring further questioning or follow up.             

Other Duties  

• Manages and tracks cases requiring a Special Advisory Opinion.
• Disposes of application records in accordance to the records disposition guidelines.
• Expedites appointment requests when requested by applicants using SWIFT, the web based scheduling tool operated by Customer Service Center.
• Organizes all outreach programs to educate the public on our services.  Prepares outreach material to clarify U.S. immigration laws, policies, visa requirements and procedures.
• Liaises with the designated Consular Webmaster to ensure that the consular website is current.
• Responsible for all office equipment in the Consular Section and ensures they are all in working order.
• Ensures customer survey questionnaires are distributed to visa applicants on a daily basis. 
• Incumbent collects, evaluates and analyzes the questionnaire feedback. On a quarterly basis, incumbent prepares a report with various recommendations on the findings.
• Serves as an interpreter/translator for the Consular officers during consular interviews.    

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