The Embassy of Japan in Kenya is inviting applications from qualified individuals for an available position within the Consular Section. This opportunity presents a chance for a professional to work in a diplomatic environment, providing essential consular services while engaging directly with the public and government institutions. Interested applicants who meet the outlined criteria are encouraged to apply in accordance with the application guidelines provided below.
This recruitment seeks to fill one position within the Consular Section, where the successful candidate will play a crucial role in facilitating the daily operations of the Embassy. The selected individual will be responsible for handling consular-related tasks, providing front-line support to clients, and ensuring efficient coordination between the Embassy and relevant agencies.
The Embassy of Japan emphasizes professionalism, reliability, and the ability to work collaboratively in a multicultural environment. Candidates are expected to demonstrate strong organizational and communication skills, a high level of discretion, and a genuine interest in public service.
Overview of the Position
Position Title: Consular Section Officer
Number of Positions: One (1)
Department: Consular Section, Embassy of Japan in Kenya
Duty Station: Embassy of Japan, Mara Road, Upper Hill, Nairobi
Working Hours: Monday to Friday, 8:00 a.m. to 4:45 p.m. (Lunch break: 12:30 p.m. to 1:30 p.m.)
Please note that overtime or weekend work may occasionally be required depending on operational needs.
Salary: The remuneration package will be determined based on the applicant’s educational background, professional experience, and years of service in related roles.
Detailed Job Description
The Consular Section of the Embassy of Japan provides a variety of public services to Japanese citizens residing or traveling in Kenya, as well as to local nationals seeking Japanese consular assistance. The section handles visa applications, family register services, and certifications, among other duties. The selected candidate will perform a wide range of administrative, clerical, and customer service-related responsibilities aimed at supporting these essential operations.
1. Reception and Customer Service Duties
The successful applicant will serve as the first point of contact for clients visiting the Consular Section. This includes welcoming visitors, receiving and processing inquiries, and providing information related to consular procedures such as visa applications, document certifications, and family registry services. Professional conduct, courtesy, and accuracy in handling information will be critical aspects of this role.
2. Visa Processing and Documentation Support
A core responsibility will involve assisting with the processing of visa applications. This includes checking submitted documents for completeness, verifying application details, maintaining records of applications received, and coordinating with other sections or government authorities when necessary. The role requires careful attention to detail and adherence to the Embassy’s operational protocols to ensure that applications are processed efficiently and correctly.
3. Consular Services and Certification Handling
The officer will be involved in providing various consular services to Japanese citizens in Kenya, including the issuance of certifications, registration services, and related administrative tasks. This requires accurate document management and the ability to handle official correspondence with discretion.
4. Handling Inquiries (Telephone and Email)
Responding to public inquiries via telephone and email is an important aspect of the position. The successful candidate will be responsible for offering clear and accurate information on consular matters, guiding applicants on procedural requirements, and managing communication professionally.
5. Coordination with Government and External Agencies
The position involves liaising with Kenyan government agencies, institutions, and other stakeholders on matters related to consular affairs. This may include information requests, verification of documents, and facilitating cooperation between the Embassy and relevant departments. Strong interpersonal communication skills will be essential to maintain smooth coordination and ensure mutual understanding in all interactions.
6. Research and Information Gathering
The officer will be expected to conduct various investigations and gather relevant information to support the Embassy’s consular and administrative functions. This may include monitoring developments in local administrative procedures, compiling data, and preparing reports or briefings for internal use.
7. Preparation and Management of Official Documents
A significant portion of the role will include drafting and organizing official correspondence, managing data entry, and maintaining accurate records. The officer will prepare various documents, letters, and reports under the supervision of senior Embassy staff. Accuracy, confidentiality, and adherence to official formats will be key requirements.
8. Administrative and Office Support
In addition to direct consular tasks, the successful candidate will provide general administrative assistance to ensure smooth daily operations. This includes managing filing systems, handling mail, photocopying, data organization, and supporting the Embassy’s internal workflow.
9. Flexibility and Team Collaboration
The Consular Section functions as a closely coordinated unit that requires collaboration and adaptability. The successful applicant will be expected to support colleagues during high-demand periods and take part in occasional tasks outside the standard scope of duties. This may involve assisting during events, outreach activities, or special assignments as directed by the Embassy’s management.
Application Requirements
Applicants are expected to meet the following requirements to be considered for the position:
- Advanced proficiency in both Japanese and English communication, sufficient to carry out the assigned duties effectively.
- Knowledge of Swahili is considered an added advantage.
- Must possess a valid residency status that allows employment in Kenya (such as permanent residency) or be a Kenyan national capable of communicating in Japanese.
Note: The Embassy of Japan does not provide support for obtaining residency status. - A bachelor’s degree or equivalent academic qualification.
- Proficiency in basic computer operations, including Microsoft Word, Excel, and other common software applications.
- Candidates with limited experience are welcome to apply, provided they demonstrate a bright, cooperative attitude and flexibility in their approach to work.
Required Documents for Application
Applicants are required to submit the following documents for consideration:
- Resume (in Japanese) – Any format is acceptable. The resume must include a recent color photograph (size 3.5 cm x 4.5 cm) attached to the document.
- Copy of Identification Document – Such as a valid passport.
- Copy of Degree Certificate or Graduation Certificate – Proof of educational qualification.
- Certificate of Good Conduct – To be submitted only after job confirmation.
- Personal Statement (in Japanese) – A written statement expressing motivation for applying and suitability for the role.
- Copy of Language Proficiency Certifications – Such as the Japanese Language Proficiency Test (JLPT) or TOEIC results, where applicable, especially for languages other than the applicant’s native language.
Method of Application
All applications must be submitted in hard copy format. Candidates who meet the stated criteria are invited to deliver or mail their applications to the Embassy of Japan in Kenya. Documents must be received no later than Wednesday, October 22, 2025, by 12:30 p.m.
Applicants should ensure that the envelope containing their documents is clearly marked “CONSULAR” in red ink. Submissions may be made in person at the main security desk of the Embassy premises or sent by post to the address below:
Consular Section
Embassy of Japan in Kenya
Mara Road, Upper Hill, Nairobi
P.O. Box 60202-00200, Nairobi
Please note that incomplete or late applications will not be considered.
Additional Information
- Only shortlisted candidates will be contacted by the Embassy for the next stage of the recruitment process.
- Interviews are expected to take place toward the end of October 2025.
- The successful candidate will be required to commence employment at the beginning of January 2026.
- All submitted documents will remain the property of the Embassy and will not be returned, regardless of the outcome of the application.
- The Embassy will not respond to inquiries regarding the recruitment process by phone or email.
Working Environment
The Consular Section of the Embassy of Japan provides an opportunity for dedicated professionals to serve in an environment that values integrity, efficiency, and international cooperation. Staff members are expected to uphold the highest standards of conduct, confidentiality, and professionalism. The Embassy operates under a structured system where teamwork and clear communication are essential for delivering quality service to both Japanese and Kenyan nationals.
Employees at the Embassy of Japan benefit from exposure to international administrative practices and gain valuable experience in the management of diplomatic operations. This position is well-suited for individuals who possess strong communication skills, a disciplined work ethic, and a commitment to public service within an international context.
Start Date
The appointed candidate will begin duties in early January 2026. The successful individual will undergo an orientation and familiarization period to ensure smooth integration into the Embassy’s operational environment.
Application Deadline: Wednesday, October 22, 2025, at 12:30 p.m.
Submission Mode: Hard copy (in person or by mail only)
Envelope Label: “CONSULAR” (written in red ink)
