Job Title: Internship Program 2024 (Several No Experience Jobs) Organisation: Coca-Cola…
US Embassy Kampala Administration Jobs – Protocol Specialist
Job Title: Protocol Specialist; FP-5 FSN-9
Organisation: United States
Embassy, US Mission in Uganda
Embassy, US Mission in Uganda
Vacancy Number: 067/2013
Duty Station: Kampala, Uganda
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.
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.
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.
Key Duties and Responsibilities:
1. Event
Management/Special Projects: 25%
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%
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
Qualifications, Skills and
Experience:
NOTE:
All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.
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. - 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
How to Apply:
All
those interested in working with the US mission in Kampala should send their
applications and strictly adhere to the following:
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:
Application To:
Human
Resources Office
Resources Office
By
email at KampalaHR@state.gov.
email at KampalaHR@state.gov.
NB: Only electronic
submissions will be accepted and only shortlisted candidates will be contacted.
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.
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.
use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf)
and please send all documents in one file attachment.
Telephone:
0414-306001/259-791/5
0414-306001/259-791/5
Deadline: 19th November,
2013
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.
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.
For
More Ugandan Jobs, Please Visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline
More Ugandan Jobs, Please Visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline