The closing date for this position is May 9, 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 FunctionServes as the Senior Protocol Assistant and is the key advisor to the Ambassador on protocol issues in a proactive manner. Incumbent will develop schedules and assists with the logistics for visitors, and coordinate 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.
Position to be supervised by the Protocol Coordinator
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 be a key advisor to the front office on protocol issues in a proactive manner and will work independently in developing schedules and assisting with the logistics for visitors, will also coordinate events and meetings with the GOK at various levels. Duties will include:· Responsible for protocol guidance and protocol liaison with the Kenyan Government and the local community. Is the Executive Office Point of Contact for all Government Ministries. 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 Ambassador. Follows up on invitations and coordinates with the Residence Manager and Ambassador’s Office Manager on representational events at the residence. Establish and maintain direct contact with people of all calibers including the Office of the President and Prime Minister, Cabinet Ministers, Ministry of Foreign Affairs, Members of Parliament, Diplomatic Corps and International Organizations, NGOs and the business community. Personally identifies, meets, greets, escorts and introduces VIP guests to the Ambassador during representational events and meetings. Organizes and coordinates with the Regional Security Office informing and requesting access for VIP and regular visitors to the Ambassador’s Residence and Chancery. Plans, implements, and prepares guest list and invitations for the annual U.S. Independence Day reception (over 2,600 guests) and other official functions, coordinating with various sections of the Embassy. 25%
· Supervisory responsibilities: Incumbent will coordinate the office work flow, provide mentorship and counseling to employees when necessary and monitor their performance. Will prepare performance evaluation reports. Will work closely with Front Office and Protocol Coordinator in managing tasks. 25%
· Prepares response to letters requesting educational funding or personal financial assistance for supervisor’s clearance, referring other letters to relevant sections for action. Prepares letters for the Ambassador’s signature, and makes recommendations for congratulatory and recognition letters to the Kenyan people and others. . Keeps records of the incoming and outgoing correspondence and responses. Drafts Ambassador’s correspondence to the Government of Kenya. 15%
· Manages/edits/updates/corrects Executive Office contact and Mission’s substantial contact lists for the 4th of July reception and all events hosted by the Ambassador and DCM using the mission-wide Contact Application Database software that contains over 8,700 persons contact details. This involves creating new contacts and updating existing contacts. In conjunction with PAS Information Assistant (mission database coordinator), trains (on request) new Mission employees on the Database operation and input as well as refresher training and troubleshooting for ongoing Database users. Oversees the completeness, accuracy and accessibility of records by liaising verbally or in writing with Database users in over eighteen Mission Agencies to avoid duplication of records and correcting erroneous entries as and when found. Personally phoning high-ranking Kenyan officials, including Cabinet Ministers, Permanent Secretaries, Members of Parliament, Heads of Diplomatic Corps, NGO’s and company CEO’s to invite them to representational events and follow up on the day of the function to remind. Secures appointments for the Ambassador and other Mission Officials as requested and obtains appropriate contact info upon Ambassador’s request of the GOK and other contacts. Handles telephone calls placed to the Executive Office, either resolving the issues personally or referring the caller to the appropriate Embassy section or agency. Oversees a team of up to four backup Mission staff during large mission-wide events e.g. 4th of July, International Woman’s Day and U.S. Election events. 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 recommends condolence or congratulatory notes to the Kenyan people and others. . 10%
· As directed by the Executive Office, prepares outgoing correspondence, diplomatic and circular notes; responds to invitations both in writing and over the telephone. Work with various sections, as required, in coordinating V.I.P. visits. Supervises and works closely with the Protocol Assistant. Scrutinizes meeting requests and travel arrangements of the Executive Office to proactively identify and bring to the attention of the DCM potential problems, breaches of protocol, and situations that could reflect poorly on the Embassy if not addressed. Other duties as directed by the Ambassador, the DCM or their office managers. 10%
· Will provide back-up duties as directed by the Ambassador, DCM and the Protocol Coordinator. Will provide back- up in the absence of the Protocol Coordinator. 10%
· Responsible to oversee and supervise the following: log of outgoing diplomatic/circular note numbers and record keeping of these notes; electronic reminders to delinquent offices that have not provided copies of their outgoing diplomatic notes to the Protocol Office; receiving/processing/keeping of records for 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. 5%
Selection Process:
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:
-
- 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
- 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 (LC
DEFINITIONS
- 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
- Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.
Senior Protocol Assistant , US EMBASSY
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