Visa Assistant at U.S. Embassy South Africa

Duties

• 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.

Qualifications and Evaluations
Requirements:
All selected candidates must be able to obtain and hold a: 

• Public Trust security clearance. 
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam. 
• Selected candidate must be able to begin working within a reasonable period of time 12 weeks upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

• Completion of High School is required.
• Please address this factor in your ERA application under Education.

Evaluations:

• You will be evaluated against the qualifications and requirements in this vacancy announcement. 
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents.  Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed.  If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:
Experience:

• Minimum two years’ experience involving the application of regulations and law, extensive public contact, customer service, or problem-solving experience is required. 

Deadline:1st July,2026