Background information about the job or company (e.g., role context, company overview)

The U.S. Embassy to Kenya opened in 1964. Through sixteen Ambassadors since then, the Embassy has enriched the ties between the American and Kenyan people and served the needs of Americans in and around this East African hub. Chief among the U.S. Mission’s goals are fostering the development of a sound Kenyan economy, strengthening the institutions of Keny...

Responsibilities or duties

The Protocol Clerk position is located within the Protocol Unit, which supports the Executive Office. The Protocol Clerk provides comprehensive administrative and logistical support to the Protocol Unit, working closely with the Senior Protocol Assistant and two Protocol Assistants to ensure the smooth execution of official events and adherence to diplomatic standards.

Administrative duties (100%)

Customer Service Support: Greets and assists visitors and callers, providing clear guidance or directing inquiries to the appropriate staff within the Protocol, Executive Office, or other sections,

Protocol Correspondence: Prepares, formats, and processes diplomatic notes, invitations, letters, and routine protocol correspondence in accordance with Mission and Department of State standards,

Documentation Management: Receives, logs, tracks, and archives all incoming and outgoing correspondence, ensuring accurate filing in both paper and electronic systems,

Event and Meeting Logistics Support: Assists with administrative preparations for official events, including compiling guest lists, tracking RSVPs, preparing name cards, menu cards, and seating materials. Coordinates scheduling and delivery of protocol materials, supplies, and event items to residences or representational venues. Provides onsite administrative support at the Chief of Mission Residence (CMR), Deputy Chief of Mission Residence (DCMR), and other venues during receptions, dinners, and high-level events,

Visitor and Dignitary Support: Escorts visitors and dignitaries within the Mission and to event locations, ensuring they receive accurate instructions and support,

Office Administration and Supply Oversight: Monitors and replenishes expendable protocol supplies such as gift bags, invitation cards, holiday cards, envelopes, name tents, and drafting sheets.

Qualifications or requirements (e.g., education, skills)

All selected candidates must be able to obtain and hold a:

Qualifications:

Experience needed

Minimum two (2) years of prior work experience in administrative support, customer service, office coordination, or event-related logistics in a professional setting.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Note: This position description in no way states or implies that these are the only duties.

• Greets and assists visitors and callers, providing clear guidance or directing inquiries to the appropriate staff within the Protocol, Executive Office, or other sections
• Prepares, formats, and processes diplomatic notes, invitations, letters, and routine protocol correspondence in accordance with Mission and Department of State standards
• Receives, logs, tracks, and archives all incoming and outgoing correspondence, ensuring accurate filing in both paper and electronic systems
• Assists with administrative preparations for official events, including compiling guest lists, tracking RSVPs, preparing name cards, menu cards, and seating materials. Coordinates scheduling and delivery of protocol materials, supplies, and event items to residences or representational venues. Provides onsite administrative support at the Chief of Mission Residence (CMR), Deputy Chief of Mission Residence (DCMR), and other venues during receptions, dinners, and high-level events
• Escorts visitors and dignitaries within the Mission and to event locations, ensuring they receive accurate instructions and support
• Monitors and replenishes expendable protocol supplies such as gift bags, invitation cards, holiday cards, envelopes, name tents, and drafting sheets

• Administrative support
• Customer service
• Office coordination
• Event logistics
• Documentation management
• Correspondence preparation

• KCSE
• Minimum two (2) years of prior work experience in administrative support, customer service, office coordination, or event-related logistics in a professional setting.