The Embassy of Finland in Nairobi invites applications for the position of Consular Service Officer. The Embassy is seeking to recruit two qualified individuals to join its Consular Service team, with appointments scheduled to commence on 2 March 2026, or on another mutually agreed date. These are fixed-term positions for a duration of two years. The roles are directly employed by the Embassy of Finland in Nairobi and are based at the Embassy premises in Nairobi.
The Embassy of Finland in Nairobi is Finland’s largest diplomatic mission on the African continent. Its responsibilities extend beyond Kenya and include representation and service coverage for a total of five countries, as well as engagement with two United Nations organizations. The Embassy plays a central role in advancing Finland’s foreign policy interests, providing consular and immigration services, supporting Finnish citizens abroad, and maintaining effective diplomatic relations within its region of accreditation.
The Consular Service Officers will work as part of the Embassy’s consular and immigration team. The positions involve a combination of customer-facing service delivery, administrative processing, coordination with external service providers, and internal collaboration across embassy functions. The roles require professionalism, discretion, reliability, and the ability to manage sensitive matters in accordance with Finnish legislation, international agreements, and established procedures.
This vacancy announcement is intended for publication on third-party job boards and provides a comprehensive overview of the positions, duties, application process, and related administrative information.
Position Overview
Position Title: Consular Service Officer
Number of Positions: Two
Duty Station: Nairobi, Kenya
Contract Type: Fixed-term employment
Contract Duration: Two years
Proposed Start Date: 2 March 2026, or as agreed
Employer: Embassy of Finland in Nairobi
The Consular Service Officers will contribute to the daily operations of the Embassy’s consular section. They will support the provision of immigration, passport, and general consular services, while ensuring high standards of customer service and compliance with applicable regulations. The positions involve regular interaction with visa applicants, Finnish citizens, local authorities, service partners, and other stakeholders.
The roles are operational in nature and require the ability to handle multiple responsibilities simultaneously, often under time constraints and in a high-demand service environment. The Consular Service Officers are expected to work both independently and collaboratively as part of a multicultural team.
Detailed Job Description
The duties and responsibilities of the Consular Service Officer include, but are not limited to, the following areas of work. These duties reflect the operational needs of the Embassy and may be adjusted as required by management.
Immigration and Visa Services
The Consular Service Officer will be actively involved in immigration-related tasks. This includes receiving and processing visa and residence permit applications in accordance with Finnish immigration regulations and guidelines. The officer will be responsible for ensuring that applications are complete, accurately documented, and handled within prescribed timelines.
The role involves conducting interviews with visa and residence permit applicants. These interviews require careful preparation, adherence to established procedures, and the ability to assess information objectively. The Consular Service Officer must ensure that interviews are conducted in a professional, respectful, and impartial manner, while maintaining confidentiality and data protection standards.
The officer will liaise with the relevant Finnish authorities and systems to facilitate the processing of applications. This includes updating records, managing application statuses, and ensuring that decisions and communications are properly recorded and conveyed through official channels.
Passport and Travel Document Services
The Consular Service Officer will assist with passport-related matters. This includes handling applications for Finnish passports and other travel documents, verifying identity and documentation, and ensuring compliance with legal requirements.
The officer will provide guidance to applicants on passport procedures, timelines, and documentation requirements. This may involve responding to inquiries, clarifying processes, and addressing issues related to lost, stolen, or expired travel documents, in line with established consular protocols.
Customer Service and Public Interaction
A significant component of the role involves consular services customer service. The Consular Service Officer will interact directly with clients, including visa applicants, Finnish citizens, and other members of the public seeking consular assistance.
The officer will provide accurate, timely, and courteous responses to customer inquiries, both in person and through written and electronic communication channels. This includes responding to questions related to visas, residence permits, passports, consular services, and general embassy procedures.
The role requires a strong customer service orientation, with an emphasis on professionalism, clarity, and consistency. The Consular Service Officer is expected to manage client expectations while ensuring compliance with regulations and maintaining the integrity of official processes.
Coordination with Visa Application Center
The Consular Service Officer will communicate and coordinate with the visa application center. This includes managing information flow, addressing operational issues, and ensuring alignment between the Embassy and the external service provider.
The officer will respond to inquiries from the visa application center, provide guidance as needed, and support the smooth functioning of outsourced visa application processes. This coordination is essential to maintaining service quality and operational efficiency.
Information Management and Communication
The Consular Service Officer will participate in updating the Embassy’s website and social media platforms, as assigned. This may involve contributing to the preparation, review, or dissemination of information related to consular services, application procedures, and public notices.
The role requires attention to accuracy, clarity, and consistency in public communications. Updates must reflect current policies and procedures and be presented in a manner that is accessible and informative for the public.
Administrative and Support Tasks
In addition to core consular functions, the Consular Service Officer will carry out other tasks assigned by the Head of Mission or the immediate superior. These tasks may vary depending on operational needs and may include internal administrative duties, reporting, data entry, or support for special projects.
The officer is expected to demonstrate flexibility and adaptability in undertaking additional responsibilities as required. This may involve supporting colleagues, participating in internal meetings, or assisting with temporary workload increases during peak periods.
Work Environment and Expectations
The Consular Service Officers will work in a professional diplomatic environment characterized by multicultural collaboration and adherence to formal procedures. The Embassy operates within a framework of Finnish public administration and international diplomatic standards.
The roles require the ability to work both independently and as part of a team. Officers must be capable of making decisions within their area of responsibility, while also seeking guidance and coordination when necessary. Attention to detail, reliability, and the ability to manage confidential information are essential aspects of the work.
The positions may involve periods of high workload, particularly during peak application seasons. The Consular Service Officers are expected to work efficiently under pressure, maintain service standards, and manage competing priorities.
Employment Terms and Conditions
The selected candidates will be directly employed by the Embassy of Finland in Nairobi. The salary for the positions will be determined in accordance with the local salary level. Employment terms will be governed by the applicable contractual arrangements and local employment regulations, in conjunction with the Embassy’s internal policies.
The positions are fixed-term appointments for two years. Any extension or renewal would be subject to operational needs, performance considerations, and relevant approvals.
The Embassy offers a structured work environment with clearly defined roles and responsibilities. The positions provide exposure to consular operations, immigration processes, and diplomatic administration within a Finnish mission abroad.
Application Process
Interested applicants are required to submit their applications by Friday, 23 January 2026, at 4:00 PM East Africa Time. Applications received after this deadline may not be considered.
Applicants must submit the following documents:
– A curriculum vitae, including possible references
– A free-form motivation letter
The application letter and accompanying documents must be sent by email to the following address:
[email protected]
The subject line of the email must read:
Application, Consular Service Officer
Any questions regarding the position should also be directed to the same email address. Applicants are advised to clearly indicate the position title in all correspondence to ensure proper handling of inquiries.
Selection Process
The Embassy will review all applications received by the closing date. Only candidates who are selected to proceed to the next stage of the recruitment process will be contacted. Applications will not be returned.
The selection process may include interviews and other assessment methods as determined by the Embassy. The Embassy reserves the right to verify information provided by applicants and to assess suitability for the position based on the requirements of the role.
Security Clearance
A security clearance will be conducted for the selected candidate, subject to the applicant’s consent. The security clearance will be carried out in accordance with the Finnish Security Act (726/2014).
More detailed information on the security clearance procedure and the rights of individuals subject to clearance can be found on the website of the Finnish Security Intelligence Service. Applicants are encouraged to familiarize themselves with this process as part of their consideration of the position.
Data Protection and Privacy
The Embassy of Finland in Nairobi will treat all personal data provided by applicants confidentially and in accordance with European Union data protection legislation. Personal data will not be transferred or disclosed without a justified and lawful reason.
Applicants are advised to review the Embassy’s privacy policy, which is available on the official website of the Ministry for Foreign Affairs of Finland. By submitting an application for this position, applicants acknowledge that they have read and accepted the privacy policy and consent to the processing of their personal data for recruitment purposes.
Closing Statement
This vacancy presents an opportunity to contribute to the work of the Embassy of Finland in Nairobi in a consular service capacity. The Consular Service Officers will play an important role in supporting immigration, passport, and customer service functions within a large and active Finnish mission in Africa.
Applicants who meet the requirements and are interested in working in a professional diplomatic environment are encouraged to submit their applications in accordance with the instructions provided above.
