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:
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.
the offices operating under the U.S Mission to Uganda are:
  • United States Agency for International Development
  • 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:
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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:
  • 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
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
  • Ability to use Windows based computer
    applications including MS Word, and Excel, and excellent typing skills is
  • 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
How to Apply:
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.)
Application To:
Resources Office
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
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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