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04 August 2016

Admin Jobs - Protocol Specialist at United States US Embassy

Job Title:         Protocol Specialist
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: FSN-9 (Ugshs 75,718,515 to 110,993,513 p.a. inclusive of allowances).
Vacancy Announcement Number: 71-16

About US Embassy:
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Deborah R. Malac 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.

Among the offices operating under the U.S Mission to Uganda are:
  • United States Agency for International Development (USAID)
  • Centers for Disease Control (CDC)
  • Peace Corps 
Job Summary: The Protocol Specialist provides protocol guidance and assistance to the US Embassy 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.  The incumbent coordinates closely with host government officials and other members of the host government.  Incumbent supervises the Protocol Assistant and acts as back-up to Protocol Assistant.  Incumbent is supervised by the Ambassador's Office Manager and works closely with both the Ambassador’s and Deputy Chief of Mission’s Office Managers. 

Key Duties and Responsibilities: 
Administrative Duties: 25%
  • Upon request, 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.
  • 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.
  • Responds on behalf of Ambassador/Chargé/DCM for all official invitations from the Government of Uganda, the diplomatic community, and local business contacts.
  • 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.
  • Supports the Front Office with the completion of representational event vouchers.
  • Makes reservations at restaurant venues for official meetings.
  • 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.
  • Guide on local customs, holidays, religious observations and practices, ceremonies, protocol and social usage, commemoration of special events and congratulatory messages.  Alert the Ambassador and other Embassy Officers to prospective events and provide advice and recommendations concerning Embassy practice and related protocol issues.  Coordinate the purchase of appropriate wreaths and flower bouquets for commemorative ceremonies.
  • Supports the Front Office with Ambassador or Chargé's arrival and departure to/from Uganda.
  • 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.
Event Management/Special Projects: 25%
  • Serves as the Special Events Coordinator for U.S. Independence Day reception, holiday events, and other official social events for Ambassador/Chargé/DCM.  With Front Office guidance, devises seating arrangements and prints seating cards for official events.
  • Offer technical support for official representational events and coordinate closely with control officers of all agencies and sections, with official residence staff and with the Front Office.  Attends social functions to provide assistance on protocol matters and introductions as required. 
  • Work in close 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.
  • Supervises protocol assistant when developing guests lists with correct name/title/address/contact information for official functions; designing and printing invitation cards and labels; dispatching invitations at the appropriate time in coordination with Motor pool office; following up on acceptances and regrets including dietary preferences of guests; and monitoring and providing guest estimates to the Front Office. 
Appointments and Meetings: 15%
  • Schedule meetings with high level government officials, 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.
Protocol Guidance: 15% Offer technical support 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.
Contact Database: 10%
  • Works with and supervises protocol assistant to maintain and update a Front Office Master Contact Directory to include Government Officials, Third Country Chiefs of Missions, and all other key political and social contacts of the Embassy, including all PAs, Ministries, diplomatic missions and international organizations and diplomatic community orders of precedence.
  • Work in liaison with and supervise Protocol Assistant to maintain Contact Management Database (CMD) or other contact database to ensure that information is current, standardized, and duplicate contacts are removed.  As CMD superusers, Protocol Specialist and Assistant will regularly provide training to other CMD users to encourage standardization of entries and reduce duplications.
  • Provides contact information to the Front Office or other sections within the Mission as requested.
Diplomatic Notes and Appointment Scheduling: 10%
  • Supervises protocol assistant when drafting and maintaining diplomatic notes; dispatching originals to the Ministry of Foreign Affairs in coordination with Motorpool.
  • Communicates with host government representatives and other diplomatic community members to convey messages, explain protocol matters, and make appointments.
  • Other projects as directed by the Ambassador/Chargé/DCM.

Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
  • The applicants for the United US Embassy Protocol Specialist job opportunity should have completed both 'O' and 'A' level.  Completion of a university degree in business administration, liberal arts, or science is required.
  • At least five 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.
  • Broad knowledge and understanding of host government political, social, economic, cultural, and commercial leadership is required.
  • Broad 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.  
  • 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.
  • Language Proficiency:  Level IV (fluent) English in speaking, reading and writing and level III (working knowledge) in Luganda, Lunyankole, Acholi, or Lusoga is required. 

How to Apply:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
  • Download a completed and signed Universal Application for Employment as a Locally Employed Staff, Download it Here.
  • Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)

Submit Application To:

Human Resources Office
By email at

NB: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.

Deadline: 14th August 2016

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.

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