The Danish Embassy in Nairobi has announced a career opportunity for an individual interested in contributing to an international administrative environment through professional visa handling services. The Embassy operates as a Regional Visa Hub serving Kenya, Uganda, Tanzania, and Ethiopia, and the advertised position focuses on supporting the Embassy’s mandate of efficient, compliant, and service-oriented visa and residence permit processing. The role is designed for individuals who demonstrate strong administrative skills, attention to detail, and the ability to manage responsibilities in a structured, methodical, and culturally sensitive manner. The working environment is defined by a high level of professionalism, adherence to international and Danish administrative rules, and cooperation within a diverse team.
This vacancy is positioned within the Embassy’s Visa and Consular Team. The selected candidate will engage with a broad range of applicants, partners, and internal stakeholders while operating under defined procedures and regulatory frameworks. The position offers the opportunity to work with one of the region’s most active visa hubs, where accuracy, efficiency, and fairness in decision-making are essential. The Embassy seeks an individual capable of operating successfully in demanding administrative settings, maintaining consistency across cases, and delivering results in line with institutional expectations.
Type of employment is full-time on a local, permanent contract, and the successful applicant will be based at 13 Runda Drive, Nairobi. The role begins as soon as possible, subject to completion of the required security clearance. The deadline for application is 28 November 2025.
Position: Visa Officer
The Visa Officer will be part of the Embassy’s Regional Visa Hub. With a current team of 14 colleagues, the Hub manages applications originating from multiple countries. The position requires a systematic approach to case handling, consistent application of established visa rules, and the ability to balance administrative accuracy with service-oriented communication. The role reports directly to the Team Leader of the Visa and Consular Team.
Detailed Job Description
The Visa Officer position covers a comprehensive set of responsibilities associated with the processing of Schengen visa and residence permit applications. The appointed individual will handle multiple stages of the visa processing workflow, from initial reception of applications to registration, assessment, decision support, and communication with applicants and relevant parties.
The following outlines the core duties and expectations for the position:
Receipt and Registration of Applications
The Visa Officer will receive applications submitted to the Embassy from countries under the Regional Visa Hub. These include Kenya, Uganda, Tanzania, and Ethiopia. All applications are to be registered accurately, ensuring that relevant applicant information, documentation, and supporting materials are captured as required by established protocols. Attention to detail is essential at this stage, as initial registration serves as the foundation for subsequent assessment and decision-making processes.
Application Assessment and Compliance with Rules
A key part of the role is to ensure compliance with Schengen visa regulations and the relevant Danish administrative rules that guide visa decision processes. The Visa Officer will examine the validity, completeness, and consistency of submitted information in line with these regulations. This includes verifying that the purpose of travel, financial documentation, travel history, host information, or other necessary aspects align with the applicable standards.
The officer will be expected to develop competence in identifying discrepancies and determining when additional information or clarification is required. After sufficient training, the Visa Officer will be required to make thorough case assessments and contribute to informed decisions based on rules, guidelines, and the Embassy’s internal procedures.
Conducting Interviews
Interviews may be necessary during the application process. The Visa Officer will conduct interviews with applicants, their hosts, or other associated individuals whenever additional clarification or verification is required. These interviews must be conducted in a structured, fair, and respectful manner. The officer is expected to maintain neutrality while gathering relevant information that supports accurate case evaluation.
Administrative and Systematic Case Handling
The role requires strong administrative and organisational skills. Visa and residence permit processing is an environment where accuracy and consistency are essential. The Visa Officer will manage multiple cases, maintain organised records, and ensure that all actions taken on a file are properly documented. A structured working style is essential to avoid errors, maintain efficiency, and uphold the Embassy’s standards for case processing.
Completion of Competence Building and Continued Learning
The Embassy expects the Visa Officer to participate in training and competence development designed to improve knowledge of Schengen rules, Danish administrative regulations, and internal systems. Over time, the officer is expected to apply these skills independently and proactively to produce reliable, high-quality case assessments. The position requires ongoing attention to updates in rules, procedures, and administrative practices.
Support to Colleagues and Additional Duties
Beyond individual case handling, the Visa Officer will contribute to team-wide responsibilities when required. This includes providing backup support during periods of high workload or staff absence, assisting with administrative tasks in the Visa and Consular Team, and responding to inquiries within the team’s area of responsibility. The officer may also be assigned other tasks that align with the Embassy’s operational needs. Flexibility and teamwork are essential aspects of the role.
Service-Oriented Interaction with Applicants and Partners
The Visa Officer will interact with applicants, partners, representatives, and external parties in a professional and service-minded manner. Every interaction must reflect the Embassy’s standards of courtesy and clarity. The officer must be able to explain procedures, request missing information, and respond to general inquiries in a manner that balances service orientation with compliance requirements.
Working Across Cultures
Given that the Regional Visa Hub covers multiple countries, the position requires effective interaction across diverse cultural contexts. The officer is expected to demonstrate cross-cultural awareness, adaptability, and strong interpersonal communication skills. Effective cooperation within the team and with external partners is essential to successful visa processing.
Use of IT Systems and Applications
The Visa Officer will work with various IT systems, including MS Office applications and specialised programs used for visa management. The officer should be capable of navigating multiple systems, learning new platforms quickly, and maintaining accurate digital records. Efficient use of IT tools contributes greatly to the overall workflow of the Visa and Consular Team.
Employment Conditions
The Visa Officer will be employed under the regulations governing local staff at the Royal Danish Embassy in Nairobi. Successful completion of a security clearance conducted by the relevant Danish authorities is mandatory before appointment.
The position is full-time and based on the local labour regulations of Kenya. Standard working hours are 37 hours per week, with flexibility available in organising the daily schedule.
The employee will be entitled to 25 days of paid annual leave. Salary will reflect qualifications, relevant experience, and demonstrated performance. As part of the compensation package, the position includes participation in a workplace pension scheme.
The Embassy also provides reasonable coverage of medical expenses for the employee and dependent family members, ensuring access to essential healthcare.
The working environment at the Embassy is described as international and dynamic, with emphasis on independence, openness, and structured delegation of responsibilities. Teamwork, wellbeing, and job satisfaction are noted as important facets of the Embassy’s internal culture.
Education and Desired Experience
The Embassy has outlined several areas of experience and competency that are desirable for the position. These include familiarity with visa processing, knowledge of Schengen rules, and experience working in countries covered by the Visa Hub. Fluency in written and spoken English is required, and additional languages relevant to the region, such as Amharic, are considered advantageous.
Experience in public administration, strong judgement capabilities, and the ability to handle detailed casework are desirable. The Embassy seeks individuals who can interact professionally across cultures, work efficiently under pressure, maintain accuracy in administrative tasks, and demonstrate strong communication and interpersonal skills.
Applications are especially suited for individuals who value structured processes, clarity of rules, and systematic decision-making.
How to Apply
Applications must be submitted through the Fuzu recruitment platform. The application must be completed in the required format and submitted before the deadline. Late applications or applications submitted outside the prescribed method will not be considered.
The email subject should be “Visa Officer”.
The Embassy encourages equal opportunity and welcomes applications from all qualified individuals regardless of race, age, religion, sex, or disability. Any form of canvassing leads to automatic disqualification. Applicants must present a No Criminal Record certificate and successfully pass the mandatory security clearance before appointment.
