The Embassy of Switzerland in Nairobi invites applications for the position of Visa Decider within its Consular Section. This position presents a unique opportunity for qualified and experienced professionals to contribute to the effective and timely processing of Schengen visa applications while upholding the high standards of integrity, efficiency, and professionalism associated with the Swiss diplomatic service.
The Embassy of Switzerland represents the Swiss Confederation in Kenya and is responsible for managing diplomatic relations, providing consular services, and strengthening cooperation between Switzerland and Kenya. Within its Consular Section, the Embassy handles visa services, legal assistance, and the protection of Swiss interests in Kenya and neighboring countries. The Visa Decider position is integral to ensuring that all visa-related procedures are implemented in strict compliance with Schengen regulations, while maintaining a commitment to quality service delivery and accuracy.
Job Purpose
The Visa Decider functions as an authorized Visa Officer within the Consular Section of the Embassy of Switzerland in Nairobi. The primary responsibility of this position is to process visa applications in accordance with Schengen rules and regulations, ensuring that every application is assessed for authenticity, completeness, and compliance.
The Visa Decider performs administrative and decision-making duties related to visa applications, conducts applicant interviews when necessary, and provides support in communication and documentation related to visa procedures. The position also involves handling inquiries from applicants, Swiss authorities, and other stakeholders, ensuring that visa processing is transparent, timely, and procedurally sound.
Detailed Job Description
The Visa Decider will undertake the following key duties and responsibilities:
- Visa Application Assessment and Processing
- Examine and assess visa applications for completeness, accuracy, and compliance with Schengen visa requirements.
- Verify the authenticity of supporting documents submitted by applicants, ensuring all relevant details are checked before making a decision.
- Make informed and legally sound decisions on C visa applications, including administrative actions such as approvals, refusals, and pending decisions.
- Ensure that all decision processes align with Schengen regulations and internal Embassy procedures.
- Conduct in-person interviews with visa applicants where additional verification is required to support decision-making.
- Process declarations of guarantee or sponsorship as applicable to specific visa categories.
- Perform administrative tasks related to visa decisions, including data entry, record keeping, and file documentation.
- Manage the validation of visa applications and oversee the printing and issuance of visa stickers when necessary.
- Correspondence and Communication Management
- Handle incoming and outgoing correspondence related to visa matters, including management of the visa mailbox.
- Print, reference, and archive correspondence systematically in line with Embassy protocols.
- Communicate professionally with clients, Swiss companies, and cantonal authorities via e-mail and telephone in both English and German.
- Respond promptly to inquiries and requests for information, maintaining a high standard of customer service and accuracy.
- Ensure that all communication is conducted in a courteous, confidential, and diplomatic manner consistent with Embassy guidelines.
- Support in Long-Term (Visa D) Processing
- Provide selective administrative and procedural support in Visa D cases, which include applications for students, employment, and family reunification.
- Facilitate the preparation and transmission of these files to relevant cantonal migration offices in Switzerland.
- Follow up on pending long-term visa applications and ensure all required information is updated and communicated appropriately.
- Liaise effectively with Swiss authorities and maintain a clear record of correspondence to support efficient visa adjudication.
- Administrative and Supportive Functions
- Act as a replacement for an absent visa officer, ensuring continuity of service within the Consular Section.
- Participate in periodic reviews and updates of visa processing procedures to enhance operational efficiency.
- Provide administrative assistance for general consular and visa-related activities as directed by the line manager.
- Support the implementation of best practices and contribute to maintaining a cohesive team environment within the Consular Section.
- Perform any additional office or administrative duties related to visa matters as may be assigned.
Required Skills and Competencies
To perform successfully in this role, the Visa Decider is expected to demonstrate the following professional and personal attributes:
- Motivation and Commitment: A high level of personal motivation, reliability, and commitment to delivering accurate and timely results.
- Team Collaboration: Strong ability to work effectively within a multicultural team environment, fostering cooperation and mutual respect.
- Diplomatic Conduct: Professionalism in handling sensitive matters and dealing with people at all levels in a diplomatic and respectful manner.
- Independence and Pressure Management: Ability to work independently, manage workload efficiently, and perform under pressure with minimal supervision.
- Adaptability and Learning Capacity: A flexible approach to changing priorities, coupled with a willingness to learn and apply new procedures or technologies as required.
- Communication and Interpersonal Skills: Excellent communication and interpersonal abilities, particularly in English and German, both written and spoken.
- Integrity and Precision: High ethical standards, integrity, and loyalty in carrying out duties. Attention to detail and accuracy are essential.
- Customer Service Orientation: Strong commitment to providing high-quality service to applicants and stakeholders while ensuring compliance with Embassy regulations.
Reporting Structure
The Visa Decider will report directly to the Head of the Consular Section or a designated Line Manager within the Embassy’s administrative structure. The incumbent will also liaise regularly with other Embassy departments, Swiss cantonal offices, and external stakeholders as necessary for the execution of their duties.
Work Ethics and Core Values
The Embassy of Switzerland emphasizes adherence to the following principles:
- Professional Integrity: All consular and visa processes must be handled with impartiality, fairness, and strict confidentiality.
- Accountability: Every decision or action taken in the visa process must be transparent, well-documented, and compliant with legal frameworks.
- Service Excellence: Applicants must be treated courteously and professionally, ensuring the Embassy maintains its reputation for reliability and fairness.
- Respect and Inclusion: Team members are expected to maintain mutual respect and contribute to an inclusive, diverse, and supportive working atmosphere.
Employment Terms
- Location: Embassy of Switzerland, Nairobi, Kenya
- Section: Consular Section
- Position: Visa Decider
- Tentative Start Date: Beginning of December 2025
- Application Deadline: 07 November 2025
Equal Opportunity Statement
The Embassy of Switzerland in Nairobi is an equal opportunity employer committed to promoting diversity and inclusion in its workforce. Qualified individuals from all backgrounds are encouraged to apply. All applications will be treated with the highest level of confidentiality and discretion.
Closing Date: 07 November 2025
Expected Commencement: Beginning of December 2025
