Visa Officer & Admin Assistant
THE EMBASSY OF SWITZERLAND
Total years of experience :8 years, 9 Months
Responsible for resolving Jordanian Citizen Affairs with the U.S Government Officials, these affairs include imprisonment, educational issues and travel related difficulties
•Assist the head of department in organizing and conducting meetings, issue minutes of meeting and the follow up on actions until closure
•Handling of all paper work and communications between U.S government authorities and the Embassy regarding deaths of Jordanian citizens
•Translation and interpretation - Arabic-English and English-Arabic - for communications between the Embassy and the U.S government officials
•Handling the diplomatic notes between the Jordanian Embassy and the FBI as well as the department of state regarding missing Jordanian Citizens
•Verifying nationalities of applicants through correspondences with the Ministry of foreign Affairs
Arranged travel, logistics, and lodging accommodation for international visitors and officials
•Summarized minutes of meetings and circulated to relevant staff
•Supervised and trained emergency staff
•Translated documents into both Arabic and English
•Verified documents submitted by applicants from source of origin
•Coordinated and contacted embassies in Jordan and abroad
•Managed requests for staff on various needs
First point of contact for Visa Applicants at the Embassy
•Received and processed Visa Applications for various types of visa
•Reviewed all applications to ensure they are completed and contain all necessary information
•Responsible for processing the visa applications including cash intake, application registration, and preparation for review by the Consular
•Answered enquiries received by Email, Fax, and Phone
•Provided interpretation between the applicants and the Immigration Officer
•Translated any Arabic or English documents
•Communication with Headquarters for applicant’s clearances
Responsible for the Chancery, and the Residents of the Australian staff
•Performed procurement of all necessary items
•Scheduled appointments for the counselor
•Solicited and processed competitive bids
Arranged appointments and coordinated schedules for the CEO
•Maintained all CEO files
•Organized outgoing and incoming mail
•Arranged for companies meetings, events, seminars
•Arranged logistics for delegations visiting the company
Received first hand training at the None Immigrant Visa (NIV) Section and gained experience in processing Visa applications and completeness of applicant's paper work in a timely manner
•Interpreter between the Counsellor and visa applicants
•Communicated with applicants in person and over the phone
•Performed extensive data entry and filling duties, and processed mail packages
Assistant of the Deputy Permanent Representative, Manage the schedule of appointments
•Assistant of the Election Officer, Assist the Election/Legal Officer concerning Jordan's candidacy to various committees or bodies of the UN; Arrange bilateral meetings and coordinate appointments with other Missions; Organize, keep track and update Jordan's candidature chart; Draft and prepare diplomatic notes.
•Assistant of the Finance Officer- Administrative responsibilities (for the Mission and the Ambassador's residence)
•Coordinate with service providers; Compose letters/correspondence to service providers;
•Assist in troubleshooting administrative concerns; Handle the procurement of office supplies and other office equipment; Assist diplomats with various administrative requirements.
•Coordinate travel logistics for arrival and departure requirements of diplomats and Jordanian VIPs.
•Coordinate with hotels and rental apartments for diplomats' room requirements;
•Coordinate with the UN Protocol Office concerning registration of incoming diplomats and obtaining VIP passes and IDs of Jordanian delegates and VIPs to temporary meetings at the UN.
•Coordinate with the Department of State, Office of Foreign Missions concerning diplomatic tax exemptions, shipping, driver's licenses, duty-free orders, vehicle registration and other requirements of the diplomats.
•Coordinate with UN committees/departments for various requirements or inquiries of diplomats.