Introduction
The U.S. Consulate General in Johannesburg is seeking eligible and qualified applicants for the position of Visa Assistant in the Consular office.
Duties & Responsibilities
Basic Function of Position
- The Visa Assistant (NIV/IV) performs a wide range of consular duties associated with delivering nonimmigrant visa (NIV) and immigrant visa (IV) services, in accordance with the Consular Sections’ standard operating procedures and established visa processing guidelines.
- Incumbent performs data-entry, document review, correspondence, passport manifesting, visa printing, and other general office work.
- Customer service focus is essential in a Consular Section that addresses a diverse range of applicants in person and via correspondence daily.
- The position requires a high-level attention to detail to ensure case meet documentary requirements, as well as to spot trends or potential issues and escalate those as necessary.
- The job holder is fully cross trained to function in any role as required by visa demand and scheduling.
Case Management
- Manage interview scheduling, visa printing, and delivery for all NIV and IV categories, including complex cases.
- Apply knowledge of visa classes to ensure correct processing, documentation, and annotations.
- Screen applicant documents and prepare clear summaries when needed.
- Assist with preparing and tracking SAO and waiver requests.
- Track and deliver boarding foils and re‑entry permits for LPRs.
- Ensure proper applicant scheduling and enter preliminary case data.
- Download, organize, and group applications in NIV and IVO systems.
- Enter nationality information and inform applicants of reciprocity fees.
- Notify adjudicating officers of special processing steps or issues.
- Capture applicant photos and verify application completeness.
- Confirm required civil documents are included in IV files.
- Initiate mandatory name checks in NIV and IVO.
- Alert officers and FPU staff to case concerns or potential fraud indicators.
- Conduct quality checks on printed visas and IV packets and ensure all clearances are complete.
- Print and affix visas, organize cases, and maintain passport/foil logs.
- Enter passport tracking information for courier dispatch.
- Identify potential fraud trends and escalate appropriately.
- Request or return IV visa numbers and ensure proper quota and chargeability controls.
Communication
- Provide accurate visa information to applicants, petitioners, and legal representatives while maintaining confidentiality.
- Communicate clearly and courteously with applicants, including during difficult interactions.
- Maintain Embassy consular information on the website, phone lines, and public notices.
- Contact applicants for additional documents or updates.
- Coordinate with NVC, KCC, and USCIS to resolve case issues and verify waiver information.
- Assist in creating and delivering outreach materials and participate in outreach events.
- Provide interpretation support as needed.
Accountability
- Safeguard PII for U.S. citizens and visa applicants.
- Handle visa foils and other controlled items responsibly.
- Maintain and secure physical and electronic files under Department regulations.
- Organize cases based on status (terminated, pending, corrections, etc.).
- Update Visa Unit documents and forms.
- Destroy documents and case files according to required schedules.
**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 by the agency.
Required Experience and Qualification
Education
- Completion ofHigh Schoolis required
Work Experience
- Minimumtwo years’ experienceinvolving the application of regulations and law, extensive public contact, customer service, or problem-solving experience is required.
Language Proficiency
- Fluent Speaking/Reading/Writing of English is required. (This may be tested).
- Good Working Knowledge Speaking/Reading/Writing of one additional South African language is required.
Job Knowledge
- Good understanding of local governmental organizations, immigration law and practices, and cultural and social practices.
Skills and Abilities
- Intermediate knowledge of MS Word, and Outlook and basic knowledge of MS 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, protecting sensitive information, and applying regulations correctly.
Package & Remuneration
Basic Salary: R346 281.00 to R484 771.00per annum
Non-cash benefits also include medical, pension and others where applicable
Other benefits include the following:
- The US Embassy contributes 70% of your Medical Aid (Discovery Medical Aid)
- Annual leave is 17 days which increases with years of service
- Employees qualify for SA and USA public holidays.
- Provident Fund - Employer contribution -10.9%
Disclaimer
How to Apply:
All candidates must be able to obtain and hold a Local Security Certification or Public Trust clearance.
For more information on how to apply visit the Mission internet site. http://za.usembassy.gov/jobs/
If you have not heard back from us within two weeks after the submission date has closed, please consider your application unsuccessful for this vacancy.
