Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
The Protocol Assistant at the U.S. Embassy in Nairobi serves as a critical advisor to the Executive Office and Mission staff on all matters of diplomatic protocol. This role involves drafting diplomatic correspondence, managing official invitations for senior leadership, and planning high-level diplomatic engagements. The jobholder ensures that all official interactions with host government officials and dignitaries reflect the highest standards of respect and cultural awareness.
Role Overview
Diplomatic Correspondence, Communications, and Invitations (30%): The jobholder drafts, formats, and reviews all outgoing diplomatic notes, ensuring accuracy and adherence to protocol standards (5 FAH-1 H-620). Manages official invitations for the Ambassador, Deputy Chief of Mission (DCM), and senior leadership, including logging invitations and issuing RSVPs promptly.
Protocol Guidance and Advisory (10%): Serves as an advisor on matters of diplomatic protocol, cultural sensitivities, local customs, order of precedence, and etiquette. Provides guidance on seating arrangements, titles, and event conduct to ensure professional execution of official engagements.
Events Management (30%): Leads the planning and execution of approximately 80 representational and official events annually, including small meetings, large-scale receptions, and the Independence Day reception. Manages concurrent timelines, coordinates cross-functional efforts, and handles post-event reporting and reimbursement.
Contact Relationship Management (20%): Acts as an expert user of CRM software, maintaining accurate contact databases for host government officials, managing guest lists, designing invitations, and tracking RSVPs and gratuities.
Holiday Gratuities (10%): Recommends appropriate gifts for senior leadership, coordinates procurement with the Management Office, and oversees the wrapping, labeling, and delivery of gifts and cards.
Requirements and Qualifications
Education: A University degree in Political Science, International Relations, Business/Management, Public Relations/Communications, or a related field is required.
Experience: A minimum of three years of experience in administrative, secretarial, protocol, event management, or public relations is required.
Certifications: Candidates must be able to obtain and hold a security certificate or Public Trust security clearance.
Knowledge and Skills: Expert knowledge of protocol procedures, proficiency in CRM software, and strong project management abilities.
How to Apply
Interested candidates must submit their application through the U.S. Embassy's Electronic Recruitment Application (ERA) portal. Your application must address all position qualifications including education, experience, language, and knowledge/skills/abilities. Failure to submit a complete application may result in disqualification.
How to Apply
Applications must be submitted through the Electronic Recruitment Application (ERA) portal of the U.S. Embassy. Ensure you address all qualifications and requirements listed in the vacancy announcement. Access the recruitment portal here: U.S. Embassy Recruitment
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