Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
The Protocol Assistant at the U.S. Embassy Nairobi provides expert guidance on diplomatic protocol, manages high-level correspondence, and coordinates official events. The role involves supporting the Ambassador, Deputy Chief of Mission (DCM), and senior leadership by ensuring all official engagements adhere to the highest standards of diplomatic etiquette and professional recordkeeping.
Key Responsibilities
Diplomatic Correspondence, Communications, and Invitations (30%)
Draft, format, and review all outgoing diplomatic notes, ensuring accuracy and adherence to protocol standards (5 FAH-1 H-620).
Ensure that all incoming and outgoing diplomatic notes are properly archived in the SMART system for compliance with official recordkeeping requirements.
Handle official invitations for the Ambassador, DCM, and other senior leadership, managing the invitation matrix and issuing RSVPs promptly.
Protocol Guidance and Advisory (10%)
Serve as an advisor to the Executive Office, Mission staff, and visiting delegations on all matters of diplomatic protocol.
Provide expert guidance on procedures, cultural sensitivities, local customs, order of precedence, dress codes, and gift etiquette.
Advise on seating arrangements, titles, and forms of address for interactions with host government officials.
Coordinate access and escort services for VIP and non-VIP visitors meeting with the Executive Office.
Events Management (30%)
Lead the planning, coordination, and execution of approximately 80 representational and official events annually, including receptions, ceremonial events, and the Independence Day reception.
Manage multiple tasks under tight deadlines and adapt to last-minute changes in scheduling or guest attendance.
Prepare post-event attendance reports and submit reimbursement vouchers with supporting documentation.
Contact Relationship Management (CRM) (20%)
Maintain an accurate database of Executive Office contacts in the CRM software, including updating biographies of host government officials.
Manage guest lists, design email invitations, track RSVPs, and generate seating charts using CRM tools.
Track and record all incoming and outgoing gratuities in the CRM Gratuities module.
Holiday Gratuities (10%)
Identify and recommend appropriate gifts for senior leadership to present to VIPs according to diplomatic etiquette.
Coordinate with the Management Office and GSO/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 (3) years of experience in administrative, secretarial, protocol, event management, or public relations.
Certifications: Candidates must be able to obtain and hold a security certificate or Public Trust security clearance.
Additional Criteria: Candidates will be subject to a background investigation and may require a pre-employment medical exam.
How to Apply
Interested and qualified candidates should apply online through the official U.S. Department of State Electronic Recruitment Application (ERA) portal. Visit the application page here to submit your documents and complete the application form.
How to Apply
Interested and qualified candidates should apply online via the U.S. Embassy's Electronic Recruitment Application (ERA) portal using the following link: Apply for Protocol Assistant. Ensure all required documents (education transcripts, experience certificates) are uploaded and that the application addresses all qualifications listed in the announcement.
