US Embassy In Kenya Hiring Immigrant Visa Assistant

The Immigrant Visa (IV) Assistant is responsible for all aspects of processing immigrant visas.

1. This includes in-person intake and customer service to immigrant visa applicants, as well US citizen and foreign clients;
2. collects applicant and petitioner documentation and prepares cases for officers to conduct interview and adjudication;
3. administer the online IV appointment system, communicate with applicants, petitioners, and legal representatives on immigrant visa related issues;
4. data entry into the computerized consular systems;
5. performs quality assurance and printing of authorized visas;
6. flags suspect documents or other fraud indicators for the Consular Officer and Fraud Prevention Unit staff, as appropriate; and maintains physical and electronic records, including sensitive PII, in accordance with Department’s Disposition schedule and Consular Records policies.
7. The job holder is fully cross trained to function in any role as required by visa demand and scheduling.

Tasks

1. 
   Case Management 50%

• Manages the process of scheduling interviewing, printing, and visa delivery for applicants applying for various IV classes, including rare and complex visas classes.
• Apply knowledge of various visa classes and their exact processing requirements to ensure proper annotations and documentation requirements are met. • Performs thorough screenings of applicant documents for immigrant visa and certain nonimmigrant visa classes and preparing clear and concise summaries of document contents as appropriate.
• Files, tracks, and ensures the delivery of time-sensitive boarding foils and re-entry permits for Lawful Permanent Residents (LPRs).
• Supports preparation of complex Security Advisory Opinion (SAO) requests for submission to the Department.
• Monitors receipt of responses from the Department for SAO and waiver requests and preparing passports for further processing.
• Ensures applicants are scheduled for the appropriate day and time and enters preliminary data into schedule for efficient IV processing.
• Ensures applications and other required documents are submitted and completed correctly, and verifies electronic photo is acceptable.
• Ensures birth certificates, marriage certificates, affidavits of support, and other required documents are included in case files when applicable.
• Initiates mandatory namechecks.
• Notify Consular Officers, and the Fraud Prevention Unit staff as appropriate, of relevant information on all cases, noting items that may warrant additional consideration and may become essential for further fraud examination.
• Performs error and quality assurance check on printed visa and case packets.
• Ensure cases have passed all clearances.
• Print approved visas onto controlled, accountable blank visa foil sheets, ensuring there are no errors in biodata or print quality.
• Use the IV automated system, he/she requests appropriate visa numbers (and returns unused numbers), and ensures proper application of quota control system, chargeability, and preference status.

 2. Communication 30%

• Provides specific and complex visa information to visa applicants, U.S. citizen petitioners, and legal representatives by responding to visa inquiries received in person and electronically, while abiding visa confidentiality laws.
• Communicates clearly and courteously with all visa applicants, handling occasionally discussions with irate or upset clients.
• Initiates and maintains contact with the National Visa Center (NVC), Kentucky Consular Center (KCC), and the U.S. Citizenship and Immigration Service (USCIS) to gather information about specific cases to solve technical problems and to determine whether applicants with ineligibilities are the recipients of waivers.
• Maintains all public consular information on the Embassy website, telephone recordings, bulletin boards and informational notices.
• Contacts applicants directly to request additional information as needed to facilitate officer adjudication.
• Assisting with interpretation, as needed.

3. Accountability 10%

• Manages and safeguards personally identifiable information (PII) of U.S. citizens and visa applicants on a daily basis.
• Shares responsibility with other IV assistants and supervisors when dealing with visa foils. Incumbent is personally accountable for receipt and safeguarding of numbered items.
• Maintains and secures physical and electronic subject matter files and/or chronological files in accordance with Department regulations.
• Separate cases that have terminated, are pending additional documentation, need corrections, and/or are otherwise open in the system.
• Updates and maintains Immigrant Visa Unit documents and forms.
• Destroy documents and case files at specified intervals.

4. Other Duties 10%

The job holder also functions as Consular Cashier as assigned.

This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.

Skills And Abilities:

1. Intermediate knowledge of MS Word, and Outlook and basic knowledge of MS Excel and Power Point are required.
2. Must be able to perform work with accuracy at a quick, rapid pace.
3. Must be able to deal effectively with the public, exercising tact, and be able to work under continuous pressure and time constraints.
4. Must demonstrate attention to detail, ability to work effectively as a member of a team as well as independently with minimal supervision, and strong interpersonal skills.
5. Must have good skills for drafting written correspondence in both English and local language.
6. Must be able to apply good judgment in evaluating evidence, protecting sensitive information, and applying regulations correctly.

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