Consular Assistant and Receptionist at Gap Recruitment Services Limited

Consular Assistant and Receptionist at Gap Recruitment Services Limited – Gap Recruitment Services Limited Kenya Job Details

About the Role

Gap Recruitment Services Limited is seeking a Consular Assistant and Receptionist to join its team in Kenya on a full-time basis. This role combines front-desk operations with consular support functions, requiring a candidate who can manage administrative tasks, handle inquiries from the public, and provide translation services. The position sits at the intersection of client service and diplomatic administration, where attention to detail and professional communication are essential.

The Consular Assistant and Receptionist will be the first point of contact for visitors, managing everything from booking appointments to processing inquiries and coordinating with internal teams. You will handle sensitive consular matters—including passport applications, citizenship cases, and registration queries—while maintaining confidentiality and a high standard of service throughout.

Key Responsibilities

• Field incoming telephone calls and email inquiries related to consular matters, providing guidance and information to callers
• Schedule and manage bookings for consular services including passport processing, citizenship cases, and registration of coordination numbers
• Maintain and update the electronic booking system to ensure accurate scheduling and reduce administrative bottlenecks
• Cover consular telephone hours and oversee the consular mailbox to ensure timely responses
• Translate documents and provide interpretation services between Somali and English as required
• Staff the front desk, welcoming visitors, responding to general queries, handling complaints, and routing calls to appropriate departments
• Receive and dispatch deliveries, manage mail handling, and coordinate pouch shipments
• Update and maintain the embassy contact directory and coordinate bookings for meeting rooms
• Perform additional administrative duties and special projects as assigned by the Head of Administration and Consular Section

Requirements & Qualifications

• Bachelor’s degree or equivalent qualification from a recognised institution in a relevant field
• Minimum three years of professional experience in a related administrative or reception role
• Prior experience working in a consular environment at a foreign mission is highly advantageous
• Fluent oral and written command of English, Somali, and Kiswahili
• Proficiency in core MS Office applications including Word, Outlook, and Excel
• Strong organisational and administrative skills with the ability to manage multiple priorities and strict deadlines
• Excellent interpersonal and communication abilities; capacity to work effectively within a team
• Discretion, reliability, and demonstrated integrity; ability to handle sensitive consular information with confidentiality
• Problem-solving mindset with willingness to learn and adapt to new procedures and guidelines
• Capacity to remain composed and respond professionally when supporting individuals in distress
• Punctuality and commitment to meeting agreed targets and reporting requirements

What to Expect

• A structured work environment where you will interact regularly with the public, government officials, and internal staff across multiple departments
• Exposure to consular operations and the opportunity to develop expertise in visa and passport administration
• A role that values discretion, professionalism, and the ability to remain calm under pressure
• This Consular Assistant and Receptionist at Gap Recruitment Services Limited position in Kenya is open to qualified candidates on a rolling basis. Click Apply below to submit your application.