#CJ24-1174 SUPERVISORY HR ASSISTANT (VISA ACCREDITATION)

Basic Functions

Serves as the lead liaison between the Embassy and the Ministry of Foreign Affairs in the field of accreditation, Russian visa issuance and registration process. Provides full range of visa support services to American employees and their dependents. A significant amount of time in this area is spent handling multiple difficult visa cases that require considerable time, analysis, communication with mid and high-level Foreign Ministry's officials and research in their resolution. Provides consultations on the Russian visa process for US Government personnel overseas. Directly supervises the HR Assistant (visa accreditation).

MAJOR DUTIES AND RESPONSIBILITIES

• Provides visa support services to permanently assigned American employees, their dependents, contract employees, and temporary duty officials (TDYers) which entails assisting employees with visa extensions, visa renewals, exit visas, guest of embassy visas, changing visa status, and resolving visa problems in emergency cases. As long as Moscow is a hardship post and coming to Moscow without a proper visa will make a problem to enter or exit Russia, the incumbent acts as an Embassy Consultant on all kind of difficult situations in obtaining/extending Russian visas for numerous State Department and other agencies officials. Provides day-to-day consultations on all kinds of visa questions to Mission diplomats, technical staff, other U.S. embassies officials overseas. Advises employees on the host country visa, registration, and border crossing policies.

• Serves as the Embassy primarily liaison to the Consular Department and Protocol Department of the Ministry of Foreign Affairs. Establishes, maintains and develops good working and high-level contacts with the officials of the MFA Consular, State Protocol and North America Departments that enable resolution of difficult visa and/or accreditation cases independently.

• Negotiates independently with Russian Ministry of Foreign Affairs (MFA) officials and consular officers in Sheremetyevo, Domodedovo and Vnukovo airports all kinds of emergency cases, initiating urgent visa extensions, amendments or corrections for TDYers, official delegations, and other visitors at the airport. Settles visa issues with duty officers of the MFA after hours, during weekends and holidays when emergency occurs.

• Maintains and updates Diplomatic List in accordance with the US Government regulations and MFA requirements.

• Generates diplomatic notes on all visa/accreditation/registration-related issues, including the above-mentioned cases and guest of Embassy visas.

• Provides explanations on Russian visa-related issues to Embassy and Constituent posts employees. Provides guidance to numerous employees of the State Department and other agencies by phone and/or by e-mail regarding obtaining Russian visas while in third countries and in the U.S. Initiates, drafts and updates management notices, instructions, and standard operational procedures regarding Russian visa-support issues.

• Arranges meetings between Embassy HR and Management officers and MFA Consular and Protocol Departments officials, as needed. Briefs HR/Management officers on all issues to be discussed with the Russian MFA. Makes and updates Contact List of the MFA officials. Performs other duties as assigned.

Qualifications

• Top Secret Clearance
• University degree
• Three years of progressively responsible experience as administrative assistant, providing customer service and dealing with GOR and US Embassy officials.
• Level 4 (Fluent) Speaking/reading/writing in English and Russian is required. Russian language is required for written translation of diplomatic notes and communication with MFA officials.
• Thorough knowledge of Russian visa and immigration laws, Russian Law on Foreigners, Russian Law on border crossing, MFA regulations and procedures regarding visas, registration and accreditation of diplomatic staff, International Law documents (Vienna Convention, and the like) regulating diplomatic relations, diplomatic ranking and Russian embassies' visas' procedure.
• Well-developed, written and oral communication skills.
• Must have superb interpersonal skills and the ability to deal effectively with American employees, and MFA officials of all levels.
• Fully proficient in the Microsoft Office suite of products (Word, Excel, Outlook).
• Must be able to work under pressure and make decisions quickly and independently when dealing with emergencies.