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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
How to Apply
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.
