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 April 8, 2015.
Note: You will be notified when the decision is made.
Minimum Requirements
Qualifications Required:
- Completion of high school and a Business Diploma or two years of college study in Business, International Relations or related field is required.
- Four years of progressively responsible administrative related work is required, at least two of which should have been in a protocol work or a position with similar duties.
- Level IV English ability and Level IV Kiswahili ability are required.
Other Criteria
- Must have a good working knowledge of protocol guides, aspects of political structure and familiarity with who’s who in the local government, business and Kenyan society.
- Must have proficiency in Microsoft Office suite particularly, Word, Excel, and Outlook.
- Must have experience in planning, coordinating, and executing large (100 – 2000 guests) representational events.
Job Specification
Basic Function
Serves as a Protocol Assistant, advising the Executive, Political and Economic sections of the Embassy on all protocol matters, and providing administrative support. Incumbent works closely with the Sr. Protocol Assistant and Protocol Coordinator 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.
Major Duties and Responsibilities
With the 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 maintaining 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: 25%
Maintains Executive Office contact and Mission’s substantial contact lists for the 4th of July reception and other large events using the Contact Application Database software. Uses lists for appointments and events, and developing gratuity lists. Assists Senior Protocol Assistant in Contact Database management, troubleshooting and user assistance of new personnel. Seeks a high number of appointments and meetings for the Ambassador. 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: 40%
Assist the Executive Office in typing outgoing correspondence, diplomatic and circular notes. Under the supervision of the Protocol Coordinator, 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. Handles other miscellaneous duties for the office as assigned: 20%
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: 15%
No comments:
Post a Comment