Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
As a Protocol Assistant at the U.S. Embassy to Kenya, the jobholder plays a critical role in supporting the Executive Office and the broader Mission through expert management of diplomatic protocol, events, and communications. The role involves managing high-level diplomatic engagements, maintaining vital host-government relationships, and ensuring all official interactions adhere to strict international and local protocol standards.
Key Responsibilities
Diplomatic Correspondence, Communications, and Invitations (30%)
Draft, format, and review all outgoing diplomatic notes, ensuring accuracy and adherence to established standards (5 FAH-1 H-620).
Archive all diplomatic notes in the SMART system to comply with official recordkeeping requirements.
Manage official invitations for the Ambassador and Deputy Chief of Mission, coordinating responses and maintaining a systematic invitation matrix.
Protocol Guidance and Advisory (10%)
Serve as an advisor to Mission staff and visiting delegations on diplomatic protocol, cultural sensitivities, local customs, and order of precedence.
Provide guidance on seating arrangements, gift etiquette, and appropriate forms of address for dignitaries.
Coordinate access and escort services for VIP and non-VIP visitors to the Executive Office in compliance with security protocols.
Events Management (30%)
Lead the planning and execution of approximately 80 representational and official events annually, including receptions, ceremonial events, and the Independence Day reception.
Use a project-based approach to manage cross-functional teams and concurrent timelines.
Prepare post-event attendance reports and manage reimbursement processes for event-related expenses.
Contact Relationship Management (20%)
Act as an expert user of CRM software to maintain an accurate database of Executive Office contacts and host government officials.
Design and send email invitations, track RSVPs, and generate reports/seating charts using the CRM platform.
Track and record all incoming and outgoing gratuities in the CRM Gratuities module for review by the Gift Officer.
Holiday Gratuities (10%)
Identify and recommend appropriate gifts for senior leadership to present to VIPs according to gift etiquette.
Coordinate with Management and Procurement for the acquisition, wrapping, and delivery of gifts and holiday 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’ experience in administrative, secretarial, protocol, event management, or public relations.
Security: Must be able to obtain and hold a security certificate or Public Trust security clearance.
Language: May be subject to a language proficiency or skills test during evaluation.
Physical: May be subject to a pre-employment medical exam.
How to Apply
Interested and qualified candidates should apply through the official U.S. Government Electronic Recruitment Application (ERA) portal at the link provided below.
How to Apply
To apply for this position, visit the official ERA jobs portal for the U.S. Embassy to Kenya: Apply here on erajobs.state.gov. Ensure you address all position qualifications and requirements in your application.
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