The Ugandan Jobline

• 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.

• 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

Qualifications, Skills and
Experience:

• 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.
• 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

• 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. 

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