Job Opportunity: Visa Officer – The Royal Danish Embassy in Nairobi
Type of Employment: Full-time, Permanent Contract
Location: 13 Runda Drive, Runda, Nairobi
Starting Date: As soon as possible
Application Deadline: 28 November 2025
Introduction
The Royal Danish Embassy in Nairobi is inviting qualified candidates to apply for the position of Visa Officer. This is an opportunity to become part of an international team dedicated to delivering high-quality consular services and strengthening Denmark’s presence in the region. The Embassy’s Visa and Consular Team operates as a Regional Visa Hub, responsible for processing visa and residence permit applications from several countries in East Africa, including Kenya, Uganda, Tanzania, and Ethiopia.
The Visa Officer will play a central role in ensuring that applications are handled efficiently, professionally, and in accordance with Danish and Schengen visa regulations. The position offers a dynamic and diverse work environment, combining administrative precision, client service, and international engagement.
The Embassy and the Regional Visa Hub
The Danish Embassy in Nairobi serves as an important diplomatic and administrative link between Denmark and the East African region. The Embassy’s Regional Visa Hub supports several countries, making it a key point of coordination for processing Schengen visa and residence applications. The Visa and Consular Team currently comprises fourteen professionals who collaborate to deliver timely and accurate services.
The Embassy emphasizes professionalism, cultural awareness, and operational efficiency. Staff members work in an international environment where integrity, teamwork, and attention to detail are essential. The new Visa Officer will contribute to this vision by ensuring that all visa-related processes adhere to established standards and by supporting applicants through clear communication and service-oriented interaction.
Position Overview
The Visa Officer will report directly to the Team Leader of the Visa and Consular Team. The role primarily focuses on the assessment and processing of visa and residence permit applications. This includes registration, verification, and decision-making tasks that require a high degree of administrative discipline, fairness, and confidentiality.
The successful candidate will need to handle sensitive information responsibly and demonstrate an understanding of the cultural and procedural diversity across the countries covered by the Regional Visa Hub. This position requires a results-oriented professional who can work independently while also contributing effectively to a team environment.
Main Duties and Responsibilities
The Visa Officer’s responsibilities will include, but are not limited to, the following key areas:
- Application Processing
- Receive, register, and manage applications for Schengen visas and residence permits from applicants in Kenya, Uganda, Tanzania, Ethiopia, and other covered countries.
- Verify the completeness and authenticity of submitted documents.
- Ensure that each application complies with the Schengen Visa Code and relevant Danish administrative requirements.
- Interview and Assessment
- Conduct interviews with applicants, hosts, and other involved parties as required to clarify application details.
- Analyze information and documentation to make well-informed decisions or recommendations in accordance with established guidelines.
- Demonstrate strong analytical and evaluative judgment when assessing individual cases.
- Case Management and Decision Support
- Maintain organized records of each application in accordance with the Embassy’s internal procedures and data protection standards.
- Prepare and update case notes accurately, ensuring that all steps in the application process are traceable and properly documented.
- Support senior officers in reviewing complex cases and identifying potential irregularities or compliance issues.
- Compliance and Quality Control
- Adhere strictly to Schengen visa regulations, Danish immigration policies, and Embassy protocols.
- Contribute to maintaining high service quality standards and consistent application of the rules.
- Participate in periodic audits and evaluations to ensure compliance and process improvement.
- Customer Service and Communication
- Provide applicants and external partners with accurate information about visa requirements and procedures.
- Communicate effectively and courteously, ensuring applicants understand the decisions and processes involved.
- Handle inquiries, both in writing and verbally, in a professional and service-oriented manner.
- Team Collaboration and Support
- Work closely with other members of the Visa and Consular Team to ensure timely processing of applications.
- Provide backup support to colleagues as required during peak periods or staff absences.
- Participate actively in team meetings and contribute to the continuous improvement of internal procedures.
- Administrative and Technical Support
- Utilize Microsoft Office applications and other relevant Embassy IT systems to manage workflow and records.
- Ensure data integrity and confidentiality across all digital platforms used for visa management.
- Assist with general administrative duties within the team, including reporting and documentation.
- Other Duties as Assigned
- Undertake additional responsibilities as may be required to support the overall operations of the Embassy and its consular services.
- Assist in special projects or regional initiatives under the direction of the Team Leader.
Education and Desired Experience
The ideal candidate will bring relevant work experience and professional competence to the role. While specific qualifications are not detailed, the Embassy values candidates who demonstrate the following background and attributes:
- Experience in visa processing, particularly with the Schengen visa system, will be considered an advantage.
- Fluency in written and spoken English is essential for effective communication.
- Knowledge of additional languages commonly spoken in the region, such as Amharic, is considered an asset.
- Familiarity with public administration or government service environments is preferred.
- Proven ability to exercise sound judgment and attention to detail in administrative tasks.
- Experience working in multicultural or cross-cultural settings.
- Resilience and the ability to manage stressful situations professionally.
- A thorough and systematic work approach, combined with a service-minded attitude when interacting with applicants and partners.
- Strong teamwork and communication skills.
- Proficiency in Microsoft Office tools (Word, Outlook, Excel, PowerPoint) and the ability to quickly learn and adapt to new IT systems.
Employment Conditions
The successful candidate will be employed under local terms and conditions applicable to staff of the Royal Danish Embassy in Nairobi. The employment package reflects Denmark’s commitment to fair and transparent labour practices. Key elements of the employment conditions include:
- Contract Type: Permanent, full-time local employment contract in accordance with Kenyan labour laws.
- Working Hours: 37 hours per week with some flexibility in organizing daily working schedules.
- Leave Entitlement: 25 days of paid annual leave.
- Compensation: Salary will be determined based on qualifications, relevant experience, and proven performance.
- Pension Scheme: Inclusion in the Embassy’s workplace pension plan.
- Health Coverage: Reasonable medical expense coverage for the employee and dependent family members.
- Work Environment: A professional, international setting that values openness, delegation of responsibility, and independence.
- Security Clearance: Employment is contingent upon successful security clearance by the relevant Danish authorities.
The Embassy fosters a culture of collaboration and integrity, ensuring that all employees have the opportunity to perform their roles effectively and contribute to the Embassy’s overall mission.
Equal Opportunity Statement
The Royal Danish Embassy in Nairobi is committed to providing equal opportunities for all qualified individuals. The Embassy welcomes applications from all suitably qualified persons regardless of gender, age, race, religion, or disability status. Any form of canvassing will result in automatic disqualification from consideration.
All shortlisted candidates will be required to present a valid “No Criminal Record” certificate and must successfully pass security vetting prior to appointment.
Application Process
Interested candidates are invited to submit their applications through the designated Fuzu recruitment platform before the deadline of 28 November 2025. Applications submitted after this date or through alternative means will not be considered.
Applicants must ensure that all required documents are uploaded and that their submissions conform to the specified format.
The subject line of the application email or online submission should clearly state: Visa Officer.
Conclusion
This position represents a unique opportunity to work in a multicultural diplomatic environment while contributing to the effective implementation of Denmark’s visa and consular services across East Africa. The Visa Officer role requires precision, professionalism, and commitment to high standards of service. Successful candidates will join a dedicated team within the Danish Embassy in Nairobi and play a vital role in ensuring the efficient management of regional visa operations.
