U.S. Embassy Oslo seeks a Visa Assistant

JOB SUMMARY

The Nonimmigrant Visa Assistant performs a wide range of consular duties associated with nonimmigrant guidelines. Position performs data-entry, document review, correspondence, passport manifesting, visa printing, and other office work. Customer service is essential when addressing applicants. A high-level of attention to detail to spot trends or potential issues and escalate as necessary. The job holder is fully cross trained to function in any role required by visa demand and scheduling.

Case Management      60%

The job holder performs a range of functions related to visa case management, including:

-Managing the process of scheduling, interviewing, printing, and visa delivery for applicants applying for various NIV classes, including rare and complex visas classes, and coordinates process for visa applicant groups.

-Applies knowledge of various visa classes and their exact processing requirements to ensure proper annotations and documentation requirements are met.

-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.

-Downloads application information in NIV systems.

-Ensures applications and other required documents are submitted and completed correctly, and verifies electronic photo is acceptable.

-Ensures all required documents for petition-based cases are submitted and completed correctly, and that petition information is available in the Petition Information Management Service (PIMS). Downloads PIMS information for

all petition-based visa applicants and runs it against PIMS batch report in the Consular Consolidated Database (CCD).

-Submits expedited requests for PIMS batch reports when needed.

-Groups cases based on family relationship and/or travel purposes electronically.

-Ensures birth certificates, marriage certificates, and other required documents are included when applicable.

-Initiates mandatory namechecks.

-Enters the proper nationality and notifies the applicant of the relevant reciprocity fees, if applicable.

-Notifies the adjudicating officer regarding special processing steps and of reciprocity fees, if any.

-Captures photos as needed of NIV applicants for the visa foil.

-Performs error and quality assurance check.

-Ensures cases have passed all clearances.

-Prints approved visas onto controlled, accountable blank visa foil sheets, ensuring there are no errors in biodata or print quality.

-Peels and applies approved visas into passports.

-Separates and organizes cases by foil number, as appropriate.

-Maintains logs of passports and foil numbers, as appropriate.

-Enters passport information into a local database to track passports sent to the courier, as needed.

-Checks the visas in individual passports and performs quality assurance checks to make sure they are error-free.

-Verifies each passport against local database before packaging, as appropriate.

-Screens for possible fraud trends in cases based on local context and norms and escalates cases as appropriate.

-Performs thorough screenings of applicant documents for certain visa classes and preparing clear and concise summaries of document contents as appropriate.

Communication     20%

The job holder communicates with internal and external audiences in a variety of ways.

-Provides general and complex visa information to the public by responding to visa inquiries received in person and electronically.

-Contacts applicants directly to request additional information as needed to facilitate officer adjudication.

-Assists with creation of outreach materials. Providing the public with salient visa information in formal and informal settings.

-Participates in outreach events as a representative of the U.S. government.

-Assists with the scheduling and processing of high-level host country government contacts/applicants. Tracks cases

-Corresponds with other Department of State offices including the Visa Office, Kentucky Consular Center (KCC),

-Consular Affairs Systems and Technology (CST) on visa processing and petition verification issues when needed.

-Assists with interpretation, as needed.

Accountability 10%

The job holder is responsible and accountable for proper handling of controlled items and information.

-Manages and safeguards personally identifiable information (PII) on a daily basis.

-Shares responsibility with other NIV assistants and supervisors when dealing with visa foils.

-Incumbent is personally accountable for receipt and safeguarding of numbered items. Department regulations require that some case files be maintained and appropriately secured.

-Separates cases that have expired, need corrections, and/or are open in the system.

-Updates and maintains Visa Unit documents and forms.

-Destroys documents at specified intervals.

Other Duties 10%

The job holder also functions as a back-up supervisor or team lead, consular cashier, manages a specialize portfolio, or assists in other work units 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.

REQUIREMENTS

All selected candidates must be able to obtain and hold a Security Clearance.

All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam. 
Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

QUALIFICATIONS

Experience:

Minimum two years of experience involving the application of regulations and law, extensive public contact, customer service, or problem-solving experience is required.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Language: 

English - Good working knowledge; speaking, reading & writing

Norwegian - B1 Good working knowledge; speaking, reading & writing

**ENGLISH REQUIREMENTS - English can be documented with scores from upper secondary school or university or exam or with a valid testing score.

**NORWEGIAN REQUIREMENTS - Norwegian can be documented with scores from a Norwegian upper secondary school (a full 3 years) or from a Norwegian University with instruction in Norwegian or exam from university. All other applicants must submit a Norsk Prøvebevis from Kompetanse Norge with your Norwegian language level test scores.

Education:

Completion of High School, and diploma received, is required.

Please address this factor in your ERA application under Education.

Job Knowledge:

Good understanding of local governmental organizations, immigration law and practices, and cultural and social practices.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Skills And Abilities:

Intermediate knowledge of Microsoft Word and Outlook, and basic knowledge of Microsoft Excel and Power Point is required.

Must be able to perform work with accuracy at a quick, rapid pace.

Must be able to deal effectively with the public, exercising tact, and be able to work under continuous pressure and time constraints.

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.

Must have good skills for drafting written correspondence in both English and local language.

Must be able to apply good judgment in evaluating evidence and to apply regulations correctly.

How you will be evaluated:

You will be evaluated against the qualifications and requirements in this vacancy announcement. You may be asked to complete a pre-employment language or skills test. You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. 

If you fail to submit a complete application, then your application may be disqualified for this position.

Please upload all applicable documents to your application. If you fail to submit a complete application, then your application may be disqualified for this position.

All Applicants:

• Residency Permit 

• Work Permit 

• English Language 

• Norwegian Language 

• Cover Letter in English (Upload in Other Document)

• Resume in English

• Passport

• High School Diploma

How To Apply

Click the “Apply to This Vacancy” button at the top of the page to begin your application.  For an instructional video on how to apply click here. 

Please address all relevant experience, education, language skills (including English and Norwegian), and job-related skills or requirements in your application.

You may edit your application any time before the vacancy closing date. If you fail to submit a complete application by the vacancy closing date of this vacancy, then your application may be disqualified for this position.

To request a reasonable accommodation, please contact the HR Office.

The HR Office will contact successful applicants. 

For more information on applying for jobs or employment with us, please visit the U.S. Mission website https://no.usembassy.gov/jobs 

Thank you for your application and your interest in working with us.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.