Consular assistant - Luxembourg Embassy : Job Details

As a consular assistant, you will be responsible for providing essential services to Luxembourg citizens and residents in the United Kingdom, including the issuance and renewal of passports, assistance to nationals in distress, and the processing of Schengen visa applications. Working under the supervision of the Consul, you will support the delivery of accurate information, efficient case management, and strict compliance with data protection and consular regulations. The role requires professionalism, empathy, and strong organizational skills, as well as the ability to work both independently and collaboratively within a dynamic diplomatic environment. The position includes the following tasks:

Assistance in the handling of passport issuance, renewal, replacement, and other nationality-related services for Luxembourg citizens:

• Receive and verify applications for the issuance, renewal, or replacement of Luxembourg passports;
• Collect and record biometric data in accordance with national regulations;
• Liaise with the competent Luxembourg authorities to obtain the necessary authorizations and confirmations prior to issuing passports;
• Ensure the secure handling, storage, and dispatch of passports and related documentation;
• Maintain accurate and up-to-date registers of issued, renewed, and cancelled passports;
• Manage and regularly update internal databases and contact lists of Luxembourg citizens registered with or presenting themselves at the Embassy;
• Respond to public enquiries ensuring courteous and accurate communication;
• Support the implementation of internal controls and compliance procedures to safeguard personal data and maintain the integrity of consular records.

Assistance in the handling of consular cases of Luxembourg nationals or residents in distress or need while in the UK:

• Manage the Embassy’s incoming correspondence and respond to public inquiries;
• Assist Luxembourg citizens and residents in emergency situations, such as accidents, serious illness, arrest, or death;
• Liaise with UK authorities (including police, hospitals, prisons, and social services) to ensure that Luxembourg nationals receive fair treatment, information, and appropriate assistance;
• Facilitate communication with family members or next of kin in cases of death, detention, or medical emergencies;
• Support repatriation arrangements in cases of medical evacuation, destitution, or death abroad;
• Provide information and guidance on local services, including lawyers, translators, and medical practitioners;
• Ensure full compliance with data protection regulations and confidentiality in all consular assistance cases;
• Maintain accurate records and prepare regular reports on cases handled;
• Assist expatriate staff with administrative procedures related to their professional duties in the UK (e.g., diplomatic IDs, driver’s licenses);
• Participate in the consular on-call duty roster to provide assistance outside of regular working hours;
• Contribute to crisis preparedness and response planning, including maintaining updated contact lists and communication protocols.

Assistance in the processing of Schengen Visa Applications for the Grand Duchy of Luxembourg:

• Manage the daily operations of the visa section and ensure compliance with the Schengen Visa Code and Luxembourg’s national regulations;
• Receive, examine, and verify visa applications, ensuring all required documentation is complete and authentic;
• Conduct interviews to clarify applicants’ intentions or assess credibility;
• Assess eligibility based on the purpose of travel (tourism, business, study, family reunion, etc.);
• Enter and maintain applicant data in national consular/visa systems, ensuring accuracy, data protection, and proper archiving in both paper and electronic formats;
• Liaise with the MFA regarding complex or sensitive cases and report regularly on visa statistics, trends, and potential risks;
• Respond to public and applicant inquiries (by e-mail or phone) regarding visa requirements and travel to the Schengen Area.

Your profile:

• You have completed an A-level or equivalent Level-3 qualification or higher;
• You are fluent in English, spoken and written. Speaking additional languages (French, German, or Luxembourgish are a strong plus; other languages welcome);
• You are an excellent communicator: clear, courteous, and professional by phone, email, and in person;
• You know how to use MS Office and can maintain databases/lists accurately;
• You are detail-oriented and comfortable verifying documents and data with a very high degree of accuracy;
• You understand and apply data-protection and confidentiality requirements in daily work;
• You can handle sensitive situations with discretion, empathy, and resilience;
• You take initiative and show sound judgment, including when working under time pressure.
• You are able to work independently but are also a reliable team player;
• You can manage a varied caseload, keep orderly records, and produce concise reports;
• You are comfortable liaising with external authorities and service providers (e.g., police, hospitals, prisons, translators).