Job Title: Receptionist

Reporting to: Head of Migration & Regional Migration Liaison Officer

Department: Administrative and Consular Section.

Number of positions: 1 position

Gross Salary Range: Competitive

Job Location: Nairobi, Kenya

Required Languages: English, Somali and Kiswahili languages

Job Purpose: The Embassy is looking for a receptionist and to expand the consular team. The Embassy is experiencing a significant increase in consular cases and the demand to handle enquires and requests from Swedish citizens keeps rising. Hence the Embassy is looking to expand the consular team and improving our ability to respond to enquiries in the most common languages spoken by their consular clients and applicants. The incumbent will also be the general publics and business visitors first contact with the Embassy by manning and operating the Embassy's reception and switch board.

The consular assistant will be part of the Embassy Administrative and Consular Section. They are looking for a flexible team player to join the consular team and manning the reception.

Employers Background

The Embassy of Sweden in Nairobi represents Sweden in Kenya, Somalia, Seychelles and Comoros. The Embassy also represents Sweden in UNEP and UN-HABITAT.

The Embassy represents and advances Swedish policies, interests and values in political and economic relations, development cooperation, in trade and investment promotion and in cultural and information matters. It provides consular services to Swedish nationals and migration services to non-nationals.

Key Roles & Responsibility

• Respond to and give general advice in consular cases by phone and by e-mail

• Manage bookings for consular section i.e passports, citizenship cases, registration of coordination numbers
• Update the electronic booking schedule
• Responsible for the consular mailbox and consular phone hours
• Assist with oral and written translations from Somali to English
• Manning of the embassy front desk which includes greeting visitors, respond to incoming calls, handle general queries and complaints, pass on messages and transfer calls as necessary etc.
• Responsible for updating the Embassy phone list
• Manage bookings of the Embassy meeting rooms
• Receiving and dispatching deliveries
• Assist with mail handling and pouch shipments
• Perform ad hoc administrative duties
• Other duties as assigned by the Head of Administration and Consular Section

The preferred candidate will meet the following requirements:

Education and experience

• Successful completion of a university degree or similar from a recognized institution in a field relevant to the position
• A minimum of three years of relevant working experience
• Experience of consular work at a foreign mission is considered a great advantage

Other essential qualifications;

• Excellent command of oral and written English and Somali languages as well as Kiswahili
• Problem solver, excellent administrative and organisational skills
• Passionate and committed learner, ability to learn, adapt to new guidelines, reach and report on agreed results
• Have an excellent sense for good, polite and correct service
• Ability to handle and respond to people in distress
• Ability to take initiatives and adjust to changing priorities
• Strong organizational and interpersonal skills
• Strong written and oral communications skills
• Being an effective team player
• Being discreet, reliable and have a high level of integrity
• Being punctual and able to handle strict dead lines
• Proficiency in basic MS Office programs: Word, Outlook, Excel etc.

What to expect as an employee;

• Medical Insurance (family eligibility is subject to completion of probation)

• Pension benefits (subject to 5 years employment)

• 28 days of annual leave

• Gym allowance

• Competitive remuneration

How to Apply:

Interested individuals are invited to submit a 1-page Cover Letter, a CV, and a minimum of 3 professional references to GAP Recruitment Services Limited, not later than 19th of June 2026. We may appoint someone earlier so please apply as soon as possible. If you are not a citizen of Kenya, please attach a copy of your Kenyan work - and residence permit.

All candidates must be legally able to work and reside in Kenya with the correct visa/work permit status, or demonstrate eligibility to obtain the relevant permit. The responsibility lies on the successful candidate to 1. Obtain the relevant permit, 2. Pay fees for the permit, 3. Make arrangements to relocate & 4. Meet the costs of relocation. The Embassy of Sweden does not sponsor visas/work permits. Work permits will not be arranged by the Embassy.

Neither Gap Recruitment Services Limited nor the Embassy of Sweden charge candidates for job placements.