A. BASIC DETAILS
Job title : Consular Affairs Officer
Mission: : Singapore - Embassy of the Kingdom of the Netherlands
Job level : scale 6
Number of hours : 37.5 per week
SPECIFIC INFORMATION
In the position as Consular Affairs Officer you work in a small team at our Consular Affairs department. The Consular Affairs Officer works closely together with the Senior Consular Affairs Officer. The Consular Affairs Officer is accountable to the Head of the Consular department.
The Consular Affairs Officer does not only provide consular services, but also informs authorities and interested third parties on legislation (and its interpretation) in the assigned field of work, implements specific regulations and performs various sensitive/complex duties. The Consular Affairs Officer must be fully familiar with virtually every facet of consular work, including those that are more sensitive and complex.
The Consular Affairs Officer has generally formulated assignments (working independently without direct supervision by a superior). There is a certain degree of freedom of choice about method of preparation, way of working and implementation. The Consular Affairs Officer has his/her independence as regards to personal conduct (in contacts with interested third parties/private individuals) and use of own judgement (assessment of applications for travel documents, for visas and authorisations for temporary stay, etc.).
Substantive knowledge and understanding of Operational Processes are required for the preparation, organisation and execution of the work. Also required is the ability to independently adapt one’s approach and the execution and progress of one’s own work in the event of irregularities, delays, etc.
B.1.1 RESULT AREAS AND RESULTS
1. Consular services
2. Information and knowledge transfer
3. Implementation of specific regulations
4. General Support
B.1.2 TASKS
1. Consular services
- Assessing applications for travel documents, visas and authorisations for temporary stay, etc. for compliance with statutory requirements, and checking whether the accompanying documents are complete and accurate;
- Providing customers with background and other information and giving them guidelines and advice (orally and in writing) on various regulations, laws, policy and other measures and goals of agreed consular policy and related legislation. It is of great importance to use platforms at The Ministry where possible as agreed in the PDC (Product Services Catalogue);
- Providing Consular Assistance to Dutch nationals in line with the rules and regulations set by the Ministry of Foreign Affairs in the Netherlands;
- Provide social consular assistance in consultation with HDCV if necessary;
- Administration of the application process, including daily financial activity reports.
2. Information and knowledge transfer
- Informing authorities and interested third parties on legislation (and its interpretation) in the assigned field of work;
- Advising and/or providing information on the interpretation and implementation of regulations in the consular field and associated legislation, the application of legislation and/or ministerial orders and guidelines, and action to be taken to encourage efficient provision of and accounting for consular aid and assistance.
3. Implementation of specific regulations
- Providing substantive support by preparing advice and decisions (on nationality issues, recognition, visas, etc.) and, in that connection, gathering information and assessing it in the light of existing legislation, regulations, instructions, guidelines and applicable case law;
- Keeping the daily financial records, and records of fees
4. Exams
- Scheduling exam appointments and invigilating the Basic Integration Exams (for MVV and Naturalization) with arrangements through DUO;
5. General support
- Handling legal documents received through diplomatic pouches from DJZ/NR. Forwarding them with diplomatic notes to the Singapore Ministry of Foreign Affairs (MFA) for its assistance to lend its good offices to serve the requested writs. Updating DJZ/NR on MFA responses to the requests. Returning acknowledged documents to DJZ/NR through diplomatic pouches. Vice versa if there are requests from local MFA;
- Handling the regular incoming diplomatic pouches by distributing to the relevant staff and acknowledging receipt in SSP. Preparing the regular outgoing diplomatic pouches and informing through SSP. Communicating with the local agency on the delivery of these pouches.
- If necessary provide assistance at the General Affairs department.
- Provide assistance in case of a consular emergency after office hours.
B.2 FRAMEWORK
- The consular affairs officer is accountable to the Head Consular department for the quality of the advice, the accuracy of the information provided and the correct application and implementation of the legislation, procedures and instructions in force.
- He/she needs to apply relevant legislation, instructions and guidelines in order to tackle the work properly and carry it out correctly, with due regard for the law.
B.3 CONTACTS
- With third parties, to obtain and provide information of the progress of clerical processing of cases.
- With local authorities and interest groups, to help them interpret relevant legislation;
- With ministerial and inter-ministerial bodies/institutions, including the Senior Consular Affairs Department in The Hague HDCVand the Dutch Immigration and Naturalisation Service (IND), to obtain their cooperation concerning the way in which the legislation is to be implemented when carrying out the work;
- With Honorary Consul in Brunei, in particular in emergencies.
B.4 KNOWLEDGE AND SKILL REQUIREMENTS
- Knowledge of the relevant legislation and regulations (consular matters, visas, etc.) and implementation provisions or (proven) ability to quickly acquire the relevant knowledge;
- Knowledge of relevant policy on migration and consular affairs, aspects of implementation in relation to International Agreements and national legislation and case law, and the legislation and regulations in force;
- Knowledge of the relevant computerised and other systems, including DAM-RD, VIB, GBA, Hermes, CRM, Comma, NVIS, Kairos, SharePoint, online appointment system and Sophia and skill in using them;
COMPETENCES
- Customer friendly attitude, perfect social skills
- Accurate
- Flexible
- Integrity
- Ability to prioritise
- Ability to plan and organise
B.6 LEVEL OF EDUCATION / ADDITIONAL TRAINING AND KNOWLEDGE
- Secondary vocational level (MBO)
- Relevant consular and general administration experience is preferred
- Knowledge of immigration policy (Schengen, Netherlands and Singapore) and relevant rules & regulations
- Good English language skills, Dutch language skills are a plus.
C. WORK ENVIRONMENT
The Consular Affairs Officer carries out his/her duties at the Embassy of the Kingdom of the Netherlands in Singapore and in collaboration with the Honorary Consul in Brunei Darussalam. The Embassy is geared towards high quality services, both on an external level as internally. The Embassy’s main priorities are maintaining diplomatic relations with Singapore and Brunei Darussalam, improving Dutch political and economic perspectives and provide relevant consular services. The Embassy is an organization with 28 employees who are working on a broad range of sectors and subjects; the organizational structure comprises a Political Department, Economic Affairs Department, Consular and General Affairs Department.
D. STAFF MEMBER PROFILE
The consular employee is communicative and a team player with a customer and service oriented working attitude. The employee is flexible and continues to work carefully under pressure and communicate smoothly with applicants, colleagues and third parties. Good cooperation in the relatively small CA team is of great importance. Affinity and/or experience with laws and regulations is a plus. She/he is aware of the need for integrity and security of the work environment.
E. OTHER INFORMATION
Under certain circumstances, the employee can be expected to cooperate in activities that concern the entire Embassy, such as receptions or presentations. Occasional travel for training purposes is required.
F. INFORMATION
For more information on the job scope please contact Patsy Tan, consular affairs officer, patsy.tan@minbuza.nl.
G. HOW TO APPLY
Interested candidates are requested to send a cover letter and CV before 9 May 2024 addressed to chantal.spindelaar@minbuza.nl, attention Chantal Spindelaar, Head Consular Affairs. Applicants need to be legally authorized to work in Singapore. The Netherlands Embassy cannot sponsor any work permits.
