Protocol Assistant - U.S. Embassy

The Executive Office has an opening for the position of Protocol Assistant. The position will be available immediately.

The closing date for this position is June 5, 2012.

Minimum Requirements

Qualifications Required: ◊ High school completion with high scores in English is required. Two years of college or business degree also required. ◊ Four years of progressively responsible administrative related work is required, at least three of which should have been in protocol work. ◊ Level IV (fluent) English and Level IV (fluent) in Kiswahili are required and will be tested. Other Criteria: ◊ Must have comprehensive knowledge of protocol guides, aspects of the political structure and familiarity with who’s who in local government, business and Kenyan society. ◊ Computer literacy required in all Microsoft Office suite of programs – particularly Excel, Word and Outlook. ◊ Must have good English and Kiswahili drafting skills. Ability to deal effectively and in a diplomatic manner with all levels of contacts.

Job Specification

Basic Function

Serves as the Protocol Assistant. Incumbent works closely with the Protocol Coordinator and the DCM in developing schedules and assisting with the logistics for visitors, and coordinates events and meetings with the GOK at various levels; will work collaboratively with the other two Protocol team members as well as the Political and Economic Specialists. He/she will be evaluated on their ability to work as an efficient and effective team and contribute to the overall productivity of the Protocol unit.

Supervison is provided by the Senior Protocol Assistant with overall supervision received from the Protocol Coordinator and the DCM.

Major Duties and Responsibilities

With Protocol office being the primary interface and coordination unit for events and meetings with the GOK at various levels, incumbent will work independently in developing and maintaing schedules for the Ambassador and DCM and all work associated with the protocol office; schedules and assists with the logistics for visitors; will also assist in coordinating events and meetings with the GOK at various levels.


· Provides protocol guidance and protocol liaison with the Kenyan Government and the local community. The incumbent is required to make suggestion for events, in planning them as well as providing input and guidance on the expected pattern of official functions. Is responsible for the preparation of guest lists, issuance and distribution of invitation cards, and seating arrangements for official and social functions hosted by the Executive Office. Also follows up on invitations and coordinates with the Residence Manager and Ambassador’s Office Manager on representational events at the residence. Meets and greets visitors. Plans, implements, and prepares invitations for the annual U.S. Independence Day reception and other official functions, coordinating with various sections of the Embassy. 20%

· Maintains Executive Office contact and Mission’s substantial contact lists for the 4^th of July reception using the Contact Application Database software. Assists Senior Protocol Assistant in Contact Database management, troubleshooting and user assistance of new personnel in conjunction with PAS Information Assistant (mission database coordinator). Personally phoning high-ranking Kenyan officials, including Members of parliament, NGO’s and company CEO’s to invite them to representational events and follow up on the day of the function to remind them. Handles telephone calls placed to the Executive Office, either resolving the issues personally or referring the caller to the appropriate Embassy section or agency. Researches from newspapers and magazines biographical data on the Ambassador’s contacts and prepares biographic lists for reference. Checks obituaries and social columns in the daily press and recommend condolence or congratulatory notes to the appropriate offices. The incumbent is the Protocol Network’s Point of Contact for VIP visits. As such, he or she will coordinate with other Embassy agencies and sections in support VIP visits. The Protocol Assistant handles tasks delegated by the Protocol Coordinator related to VIP visits such as attending count-down meetings, assisting with preparations, making appointments and arranging for Representational events, and supports the visit throughout its duration. 35%


· Assist the Executive Office in typing outgoing correspondence, diplomatic and circular notes. Under the supervision of the Senior Protocol Assistant, the incumbent will maintain the log of outgoing diplomatic/circular note numbers and keep records of these notes. Periodically will send electronic reminders to delinquent offices that have not provided copies of their outgoing diplomatic notes to the Protocol Office. Receives/processes/keeps record of all incoming diplomatic and circular notes. Trains and/or assists Mission employees on drafting diplomatic notes and informs on procedures observed by the Ministry of Foreign Affairs. Responds to invitations both in writing and over the telephone. Works with various sections, as required, in coordinating VIP visits. 15%


· Responsible for sorting all incoming letters addressed to the Ambassador and DCM, log them into a register. Draft response to letters requesting educational funding or personal financial assistance for supervisor’s clearance, referring other letters to relevant sections for action. Follow-up to ensure those offices have taken appropriate action. See to it that Congressional correspondence is answered promptly. Then keep records of the incoming correspondence and responses. 10%


· Will perform other duties as assigned by the Senior Protocol Assistant or Protocol Coordinator. Will back up the Senior Protocol Assistant in his or her absence. 20%



Selection Process:


WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.


Additional Selection Criteria:

à Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their
most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised
positions within the first 90 calendar days of their employment unless currently hired into a position with a When Actually
Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.

Selection Process:

WHEN EQUALLY QUALIFIED, U.S. CITIZEN ELIGIBLE FAMILY MEMBER (USEFMs) AND U.S. VETERANS WILL BE GIVEN PREFERENCE. THEREFORE, IT IS ESSENTIAL THAT THE CANDIDATES SPECIFICALLY ADDRESS THE REQUIRED QUALIFICATIONS ABOVE IN THE APPLICATION.

Additional Selection Criteria:

à Management will consider nepotism/conflict of interest, budget, and residency status in determining
successful candidacy.
à Current employees serving a probationary period are not eligible to apply.
à Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or
Unsatisfactory on their most recent Employee Performance Report are not eligible to apply.
à Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to
apply for advertised positions within the first 90 calendar days of their employment.
à Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for
advertised positions within the first 90 calendar days of their employment unless currently hired into a
position with a When Actually Employed (WAE) work schedule.
à Applicants must be available for an interview and for proficiency testing as required by the selecting official.

The U.S. Mission in Nairobi provides equal opportunity and fair and equitable treatment in Employment to all people without regard to race, color, religion, sex, national origin, age, disability, Political affiliation, marital status, or sexual orientation. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied Equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

DEFINITIONS

1. Eligible Family Member (EFM): An individual related to a U.S. Government employee in one of the following ways:

• Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
• Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support. The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
• Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
• Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.

2. U.S. Citizen Eligible Family Member (USEFM): For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria:

• U.S. Citizen; and,
• EFM (see above) at least 18 years old; and,
• Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:

• 1. Resides at the sponsoring employee's or uniformed service member's post of assignment abroad or at an office of the American Institute in Taiwan; or
  2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.

3. Appointment Eligible Family Member (AEFM): EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment:

· Is a U.S. citizen; and

· Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee
who is unmarried and at least 18 years old; and

· Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and
Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or
uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at
an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and

· Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the
American Institute in Taiwan.

· Does not receive a Foreign Service or Civil Service annuity

4. Member of Household (MOH): An individual who accompanies a direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan. An MOH is:

• Not an EFM; and,
• Not on the travel orders of the sponsoring employee; and,
• Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.

A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member. A MOH does not have to be a U.S. Citizen.

5. Not Ordinarily Resident (NOR) – An individual who:

• Is not a citizen of the host country; and,
• Does not ordinarily reside (OR, see below) in the host country; and,
• Is not subject to host country employment and tax laws; and,
• Has a U.S. Social Security Number (SSN).

NOR employees are compensated under a GS or FS salary schedule, not under the LCP.

6. Ordinarily Resident (OR) – A Foreign National or U.S. citizen who:

• Is locally resident; and,
• Has legal, permanent resident status within the host country; and,
• Is subject to host country employment and tax laws.

EFMs without U.S. Social Security Numbers are also OR. All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).