Responsibilities or duties

Diplomatic Correspondence, Communications, and Invitations (30%)

The jobholder drafts, formats, and reviews all outgoing diplomatic notes, ensuring accuracy, appropriate language, and adherence to protocol standards as outlined in 5 FAH-1 H-620, which governs the preparation of diplomatic notes and correspondence. Ensures that all incoming and outgoing diplomatic notes are properly archived in the SMART system to ensure compliance with official recordkeeping requirements and facilitate easy retrieval. The jobholder handles official invitations for the Ambassador, Deputy Chief of Mission, and other senior leadership within the Mission, ensuring appropriate and timely responses. This includes managing the invitation matrix by systematically logging all incoming invitations, coordinating with relevant Mission sections to gather input and recommendations, presenting consolidated advice to the Ambassador and Deputy Chief of Mission for final decision-making, and ensuring that all RSVPs are issued promptly and appropriately.

Protocol Guidance and Advisory (10%)

The jobholder serves as an advisor to the Executive Office, Mission staff, and visiting delegations on all matters of diplomatic protocol. The incumbent provides expert guidance on protocol procedures, cultural sensitivities, local customs, order of precedence, dress codes, gift etiquette, and appropriate diplomatic conduct to ensure that all official engagements are executed with professionalism and cultural awareness. The jobholder advises on seating arrangements, titles and forms of address, and event etiquette, ensuring that interactions with host government officials and dignitaries reflect the highest standards of respect and protocol. Additionally, the jobholder provides guidance and mentoring to entry- and mid-level officers and specialists on protocol expectations and best practices. Additionally, the incumbent coordinates access and escort services for both VIP and non-VIP visitors who are scheduled to meet with the Executive Office, ensuring all guests are received with the appropriate level of courtesy and respect, in full compliance with established security protocols.

Events Management (30%)

Event management responsibilities are carried out using a project-based approach, requiring the jobholder to lead short-term teams, coordinate cross-functional efforts, and manage multiple concurrent timelines to ensure the successful execution of high-level diplomatic engagements that involve Planning, Coordination, Execution, Monitoring, and Closure. This role requires managing multiple tasks under tight deadlines, adapting to last minute changes in guest attendance or scheduling, and ensuring strict adherence to diplomatic protocol in high visibility settings. The incumbent, along with the Protocol team, supports the planning and execution of representational and official events hosted by the U.S. Embassy Nairobi, approximately 80 annually, including small meetings, courtesy calls, large-scale receptions, ceremonial, and special events, and Independence Day reception. The jobholder is responsible for preparing a comprehensive post-event attendance report and submitting a reimbursement voucher form with all supporting receipts to the Executive office within three business days.

Contact Relationship Management (20%)

The jobholder is an expert user of the CRM software and responsible for maintaining accurate contact database in the CRM software for the Executive office contacts including managing and updating biographies of host government officials and key personalities. The jobholder fully utilizes the CRM software to manage guest lists with complete and accurate details such as name, title, address, and contact information. The jobholder designs and sends email invitations via CRM software, track RSVPs, creates seating charts, and generates reports from the CRM software. Additionally, the jobholder tracks all incoming and outgoing gratuities for the Executive office, records them with photos in the CRM Gratuities module, and generates gratuities reports for the Gift Officer’s review and approval. The incumbent assists Embassy staff with CRM account requests and reactivations, and actively utilizes the mobile version of the CRM software during events to support real-time guest check-in.

Holiday Gratuities (10%)

The jobholder plays a key role in the Executive Office’s gift protocol by identifying and recommending appropriate gifts for the Ambassador, DCM, and other senior leadership to present to VIPs and mid-level officials, in accordance with established diplomatic gift etiquette. With the Executive office approval, the incumbent coordinates with the Management Office and GSO/Procurement to facilitate the timely acquisition of chosen gifts and holiday cards, compiles recipient lists on behalf of the Executive Office, and oversees the complete process of wrapping, labelling, tracking, and delivery.

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

Requirements:

• All selected candidates must be able to obtain and hold a security certificate; or Public Trust security clearance.
• All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
• Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

University degree in Political Science/International Relations, Business/Management, Public Relations/Communications, or related is required.

Evaluations:

• You will be evaluated against the qualifications and requirements in this vacancy announcement.
• You may be asked to complete a pre-employment language or skills test.
• You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.

Experience needed

Experience:

A minimum of three years’ experience in administrative, secretarial, protocol, event management, or public relations.

• Draft, format, and review outgoing diplomatic notes.
• Archive incoming and outgoing diplomatic notes in the SMART system.
• Handle official invitations for senior leadership.
• Manage the invitation matrix.
• Serve as an advisor on diplomatic protocol matters.
• Provide guidance on protocol procedures, cultural sensitivities, local customs, order of precedence, dress codes, gift etiquette, and diplomatic conduct.
• Advise on seating arrangements, titles, forms of address, and event etiquette.
• Provide guidance and mentoring to entry- and mid-level officers and specialists on protocol.
• Coordinate access and escort services for visitors.
• Lead short-term teams for event management.
• Coordinate cross-functional efforts for event execution.
• Manage multiple concurrent timelines for diplomatic engagements.
• Adapt to last-minute changes in guest attendance or scheduling.
• Support the planning and execution of representational and official events.
• Prepare post-event attendance reports.
• Submit reimbursement voucher forms with supporting receipts.
• Maintain accurate contact database in CRM software.
• Manage and update biographies of host government officials and key personalities.
• Manage guest lists with complete and accurate details.
• Design and send email invitations via CRM software.
• Track RSVPs.
• Create seating charts.
• Generate reports from the CRM software.
• Track incoming and outgoing gratuities.
• Record gratuities with photos in the CRM Gratuities module.
• Generate gratuities reports for review and approval.
• Assist Embassy staff with CRM account requests and reactivations.
• Utilize the mobile version of the CRM software during events for real-time guest check-in.
• Identify and recommend appropriate gifts for senior leadership to present to VIPs and mid-level officials.
• Coordinate with the Management Office and GSO/Procurement for gift acquisition.
• Compile recipient lists for the Executive Office.
• Oversee the wrapping, labelling, tracking, and delivery of gifts and holiday cards.

• Diplomatic correspondence
• Communication
• Invitation management
• Protocol standards adherence
• Record keeping
• Event planning
• Event coordination
• Project management
• CRM software expertise
• Database management
• Gift protocol knowledge
• Cultural sensitivity
• Attention to detail
• Organizational skills
• Interpersonal skills
• Problem-solving skills
• Time management

• University degree in Political Science/International Relations, Business/Management, Public Relations/Communications, or related field.
• Minimum of three years’ experience in administrative, secretarial, protocol, event management, or public relations.
• Ability to obtain and hold a security certificate or Public Trust security clearance.