Job Title: Protocol Specialist; FP-5 FSN-9
Organisation: United States Embassy, US Mission in Uganda
Vacancy Number: 067/2013
Duty Station: Kampala,
About US Embassy in Uganda:
The United States has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Scott H. DeLisi currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Job Summary: The Protocol Specialist will provide protocol guidance and assistance to the Chief of Mission, Deputy Chief of Mission and other Mission officers and coordinates official representational events, including those events taking place at the Chief of Mission and Deputy Chief of Mission residences. Incumbent coordinates closely with host government officials and other members of the host government. The Job holder supervises the junior protocol assistant and is supervised by the Ambassador's Office Manager.
1. Event Management/Special Projects: 25%
Develops guests lists with correct name/title/address/contact information for official functions;
Designs and prints invitation cards and labels;
Devises seating arrangements and prints seating cards for official events;
Dispatches invitations at the appropriate time in coordination with Motor pool office;
Follows up on acceptances and regrets including dietary preferences of guests; and monitors and provides guest estimates to the Front Office.
Acts as Special Events Coordinator for U.S. Independence Day reception, 9/11 Memorial, Holiday events and other social events for Ambassador/Chargé/DCM as necessary.
Attends social functions to provide assistance on protocol matters and introductions as required.
In coordination with the Front Office and Management section, updates and maintains the Front Office gratuities list, and works with Motor pool for distribution of annual greetings.
Other projects as directed by the Ambassador/Chargé/DCM.
2. Administrative Duties: 25%
Prepares executive correspondence to include first person notes to the President, Prime Minister, Ministers, and Chiefs of Mission for the Ambassador/Chargé's signature;
Drafts official and social routine correspondence to include thank you notes, regret letters, condolence messages for the Ambassador/Chargé's signature from dictated material, as well as from brief oral or written instructions;
Responds on behalf of Ambassador/Chargé/DCM for all official invitations from the Government of Uganda, the diplomatic community, and local business contacts; on occasion, provides translation from Luganda to English when required on a wide variety of incoming material, paying particular attention to the intended meaning versus the written word;
Coordinates information as needed between the Front Office, and the Ambassador/DCM chauffeurs on a daily basis regarding their day-to-day assignments and schedules; makes reservations at restaurant venues for official meetings;
Assists Front Office with Ambassador or Chargé's arrival and departure to/from Uganda;
Provides internal logistical support for the Front Office in coordination of conference rooms for events and meetings, escorting VIPs to see the Ambassador / Chargé / DCM to the Front Office, and coordination with the RSO office on visitor's access through eServices;
May assist American officials by providing information gathering, research, reporting and related services in the field of political reporting.
May review daily press, TV and radio broadcast to determine which news are of significant importance to be brought to the attention of the front office preparing either brief summary or translation.
3. Appointments and Meetings: 15%
Schedule meetings with high level government, other diplomatic missions, and other important local community members for the Ambassador/Chargé/DCM at the Embassy
This includes reconfirming appointments, getting directions and travel times, passing up-to-the minute schedules and information to the drivers, monitoring traffic and security updates impacting on these movements.
The Incumbent handles highly sensitive information that includes access to the online calendars of Ambassador/Chargé/DCM.
Handles and screens directed callers seeking appointments with the Ambassador, Chargé, or DCM, provides background on the caller if possible, makes recommendations, and coordinates visitor's access through the Regional Security Officer for clearance and escorting.
4. Protocol Guidance: 15% Provides assistance to the Front Office by giving protocol guidance and liaise with the host government, other diplomatic missions, and local business contacts, including advice on local customs and practices.
5. Contact Database: 10%
Develops, maintains and updates master contact list which includes key political and social contact information, guest lists, and diplomatic community orders of precedence.
Provides contact information to the Front Office or other sections within the Mission as requested.
6. Diplomatic Notes: 10%
Drafts and maintains diplomatic notes; dispatch originals to the Ministry of Foreign Affairs in coordination with Motor Pool;
Communicates with host government representatives and other diplomatic community members to convey messages, explain protocol matters, and make appointments
NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
The applicant should have completed both 'O' and 'A' level. The candidate should possess a university degree in business administration, liberal arts, or science is required.
Skills and Experience:
Five or more years of progressive work experience assisting managing directors, chief executive officers, members of boards managing protocol activities, office management, public relations, secretarial or managing executive services is required.
On-the-job training; familiarization with written Department of State (DOS) guidelines and publications; DOS training offered at via distance learning, and the Foreign Service Institute (if and when funding is available and as courses are offered).
Level IV (fluent) English in speaking, reading and writing and level III (working knowledge) in Luganda, Luyankole, Acholi, or Lusoga is required.
Extensive knowledge of host government political, social, economic, cultural, and commercial leadership is required.
A comprehensive knowledge of Ugandan protocol guidelines, general etiquette, social usage and customs or issues affecting offices and individuals which post has contact is required.
Familiarity with the government and private business hierarchies are also required
Familiarity with American culture, U.S. policies and interests, and social customs is preferred.
Ability to deal effectively and discreetly with high level official, political, social and business figures is required.
Ability to use Windows based computer applications including MS Word, and Excel, and excellent typing skills is required.
Good initiative, discretion and the ability to work independently is required. Exceptional interpersonal skills, tact, sensitivity and maturity to deal comfortably with high ranking officials from both Ugandan and the U.S. is required.
Occasional evening, weekend and overtime work is required
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
A current resume or curriculum vitae.
Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application. Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov.
NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.
Please clearly indicate the position applied for in the subject area of the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.
Deadline: 19th November, 2013
The US Mission in Kampala 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.