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Protocol Assistant Jobs Vacancy at the US Embassy in Burundi
at US Embassy in Bujumbura
Vacancy Announcement No. 2012-02 January 18, 2012
Open To: Open to All Interested Applicants
Job Title: Protocol Assistant FSN 120-(07) T
Opening Date: Immediate
Closing Date: February 10, 2012 at 17:00
Work Hours: Full-time; 40 hours/week
Note: This position has two or more major components of unique work that the incumbent must master
before being promoted to the FSN-8 grade. The major components of work will be broken down so that
the incumbent learns and masters each segment of work individually over a 1-year period until full
expertise is attained in all areas of work.
BASIC FUNCTIONS
Assist the Ambassador and Ambassador’s Office Manager (OM) in a variety of protocol related
matters. This includes duties such as arranging meetings for the Ambassador and other U.S.
officials and visitors with members of the government and other officials in Burundi. Provide
protocol guidance and advice on local customs and etiquette. Coordinate official representational
and ceremonial events hosted or attended by the Ambassador. Maintain a contact database and a
government directory; prepare guest lists/invitations; and oversee the Executive Office’s
gratuities list and deliveries. Translate documents, provide interpretation services, and facilitate
introductions to high-level officials. Serve as back-up to DCM’s Administrative/Protocol Assistant
MAJOR DUTIES AND RESPONSIBILITIES
Official Functions and Events (20%): According to U.S. and Burundian protocol, coordinate
official representational and ceremonial events and functions hosted or attended by the
Ambassador. With poise, accompany the Ambassador at official functions and events and advance
events to ensure ease of entry for the Ambassador. (Note: This would require a flexible work
schedule on the part of the Protocol Assistant.) At events hosted by the Ambassador, facilitate
introductions to high-level officials and provide consecutive translation of speeches. Prepare
guest lists, invitations, seating charts, and place cards for events and assist the Ambassador’s OM
in coordinating events at the CMR by liaising with the CMR and GSO staff. Coordinate the annual
gratuities for the Executive Office and occasional exchanges of gifts between the Embassy and
host-country representatives. Identify, order, and at all times maintain sufficient stock of items
used for events and functions such as invitations, place cards, napkins, etc. Coordinate the
purchase of appropriate wreaths and flower bouquets for commemorative ceremonies and
condolence books for the deaths of prominent American officials.
Official Meetings (30%): According to U.S. and Burundian protocol, and with appropriate authority, schedule and coordinate appointments and meetings. Coordinate access to meeting locations for the Ambassador or for her guests at the CMR. Upon direction by supervisor, assist Department of State Section Chiefs and visiting delegations with protocol guidance and arrangements at official meetings and events.
Embassy Contact Database (20%): Become proficient in the use of the Contact Database to ensure that it contains the most up-to-date, comprehensive information possible. Continually update the Ambassador’s contacts and regularly issue the Government of Burundi Directory.
Communications (25%): Provide timely and accurate written translation of official correspondence and consecutive translation of speeches. Draft routine Diplomatic Notes and unclassified correspondence for clearance. Monitor daily the media to keep track of changes in Government postings, deaths, accidents, etc. Acknowledge commemorations, congratulations and condolences of Burundian Government officials and third-country diplomats.
Back-up to DCM’s Assistant (5%): During periods of absence, serve as back-up to the Deputy Chief of Mission’s Assistant. Works with the DCM’s Assistant to cross-train Protocol back-ups. On an ad hoc basis the staff member will perform other duties as necessary.
A copy of the complete position description listing all duties and responsibilities is available at http://burundi.usembassy.gov/resources/employment-opportunities.
QUALIFICATIONS REQUIRED
Education – Two years of university studies is required.
Prior Work Experience – Minimum 3 years progressively responsible experience in administration, public relations, translation/ interpretation, protocol functions or related field.
Post Entry Training – On-the-job training, self-studies, and FSI distance learning courses.
Language Proficiency – Level IV fluent reading, writing, speaking in English, French and Kirundi.
Knowledge: Thorough understanding of Burundian diplomatic and government protocol guidelines and practices as well as general social etiquette. Thorough understanding of the organization of Burundi’s political institutions and civil society.
Skills and Abilities - Thorough proficiency in Microsoft Office Suite. Ability to use more specialized software functions; e.g., database, advanced word processing features, etc.
POSITION ELEMENTS
Supervision Received: Supervision provided by the Ambassador Office Manager.
Available Guidelines: Foreign Affairs Handbook and Manual (FAM FAH), Protocol Handbook.
Exercise of Judgment: Judgment is required when arranging high-level appointments and coordinating representational and ceremonial events.
Authority to Make Commitments: None without coordinating with the Ambassador, DCM or the Executive Office Manager.
Nature, Level and Purpose of Contacts: Protocol advice and translations from Ministerial and Ambassadorial levels to ordinary citizens to facilitate communication.
Supervision Exercised: None
Time Required to Perform Full Range of Duties after Entry into the Position: 52 weeks
SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
2. Current employees serving a probationary period are not eligible to apply.
3. Currently employed US Citizen EFMs who hold a FMA appointment are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
4. Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
TO APPLY
The application form is available on the Bujumbura Embassy Internet Site at http://burundi.usembassy.gov/resources/employment-opportunities and click on the link “Application form.” Interested applicants for this position must submit the following or the application will not be considered.
1. Application for US Federal Employment (SF-171 or DS-174); and a current resume or curriculum vitae that provides additional information to the DS-174; plus
2. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application.
3. All documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.
CLOSING DATE FOR THIS POSITION: February 10, 2012 at 17:00.
SUBMIT APPLICATION TO:
Human Resources Office
American Embassy Bujumbura
Avenue des Etats-Unis
B.P 1720 Bujumbura
Ref.: Position Title
Email: bujumburahr@state.gov
Open To: Open to All Interested Applicants
Job Title: Protocol Assistant FSN 120-(07) T
Opening Date: Immediate
Closing Date: February 10, 2012 at 17:00
Work Hours: Full-time; 40 hours/week
Note: This position has two or more major components of unique work that the incumbent must master
before being promoted to the FSN-8 grade. The major components of work will be broken down so that
the incumbent learns and masters each segment of work individually over a 1-year period until full
expertise is attained in all areas of work.
BASIC FUNCTIONS
Assist the Ambassador and Ambassador’s Office Manager (OM) in a variety of protocol related
matters. This includes duties such as arranging meetings for the Ambassador and other U.S.
officials and visitors with members of the government and other officials in Burundi. Provide
protocol guidance and advice on local customs and etiquette. Coordinate official representational
and ceremonial events hosted or attended by the Ambassador. Maintain a contact database and a
government directory; prepare guest lists/invitations; and oversee the Executive Office’s
gratuities list and deliveries. Translate documents, provide interpretation services, and facilitate
introductions to high-level officials. Serve as back-up to DCM’s Administrative/Protocol Assistant
MAJOR DUTIES AND RESPONSIBILITIES
Official Functions and Events (20%): According to U.S. and Burundian protocol, coordinate
official representational and ceremonial events and functions hosted or attended by the
Ambassador. With poise, accompany the Ambassador at official functions and events and advance
events to ensure ease of entry for the Ambassador. (Note: This would require a flexible work
schedule on the part of the Protocol Assistant.) At events hosted by the Ambassador, facilitate
introductions to high-level officials and provide consecutive translation of speeches. Prepare
guest lists, invitations, seating charts, and place cards for events and assist the Ambassador’s OM
in coordinating events at the CMR by liaising with the CMR and GSO staff. Coordinate the annual
gratuities for the Executive Office and occasional exchanges of gifts between the Embassy and
host-country representatives. Identify, order, and at all times maintain sufficient stock of items
used for events and functions such as invitations, place cards, napkins, etc. Coordinate the
purchase of appropriate wreaths and flower bouquets for commemorative ceremonies and
condolence books for the deaths of prominent American officials.
Official Meetings (30%): According to U.S. and Burundian protocol, and with appropriate authority, schedule and coordinate appointments and meetings. Coordinate access to meeting locations for the Ambassador or for her guests at the CMR. Upon direction by supervisor, assist Department of State Section Chiefs and visiting delegations with protocol guidance and arrangements at official meetings and events.
Embassy Contact Database (20%): Become proficient in the use of the Contact Database to ensure that it contains the most up-to-date, comprehensive information possible. Continually update the Ambassador’s contacts and regularly issue the Government of Burundi Directory.
Communications (25%): Provide timely and accurate written translation of official correspondence and consecutive translation of speeches. Draft routine Diplomatic Notes and unclassified correspondence for clearance. Monitor daily the media to keep track of changes in Government postings, deaths, accidents, etc. Acknowledge commemorations, congratulations and condolences of Burundian Government officials and third-country diplomats.
Back-up to DCM’s Assistant (5%): During periods of absence, serve as back-up to the Deputy Chief of Mission’s Assistant. Works with the DCM’s Assistant to cross-train Protocol back-ups. On an ad hoc basis the staff member will perform other duties as necessary.
A copy of the complete position description listing all duties and responsibilities is available at http://burundi.usembassy.gov/resources/employment-opportunities.
QUALIFICATIONS REQUIRED
Education – Two years of university studies is required.
Prior Work Experience – Minimum 3 years progressively responsible experience in administration, public relations, translation/ interpretation, protocol functions or related field.
Post Entry Training – On-the-job training, self-studies, and FSI distance learning courses.
Language Proficiency – Level IV fluent reading, writing, speaking in English, French and Kirundi.
Knowledge: Thorough understanding of Burundian diplomatic and government protocol guidelines and practices as well as general social etiquette. Thorough understanding of the organization of Burundi’s political institutions and civil society.
Skills and Abilities - Thorough proficiency in Microsoft Office Suite. Ability to use more specialized software functions; e.g., database, advanced word processing features, etc.
POSITION ELEMENTS
Supervision Received: Supervision provided by the Ambassador Office Manager.
Available Guidelines: Foreign Affairs Handbook and Manual (FAM FAH), Protocol Handbook.
Exercise of Judgment: Judgment is required when arranging high-level appointments and coordinating representational and ceremonial events.
Authority to Make Commitments: None without coordinating with the Ambassador, DCM or the Executive Office Manager.
Nature, Level and Purpose of Contacts: Protocol advice and translations from Ministerial and Ambassadorial levels to ordinary citizens to facilitate communication.
Supervision Exercised: None
Time Required to Perform Full Range of Duties after Entry into the Position: 52 weeks
SELECTION PROCESS
When fully qualified, US Citizen Eligible Family Members (USEFMs) and US Veterans are given preference. Therefore, it is essential that the candidate specifically address the required qualifications above in the application.
ADDITIONAL SELECTION CRITERIA
1. Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
2. Current employees serving a probationary period are not eligible to apply.
3. Currently employed US Citizen EFMs who hold a FMA appointment are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
4. Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment.
TO APPLY
The application form is available on the Bujumbura Embassy Internet Site at http://burundi.usembassy.gov/resources/employment-opportunities and click on the link “Application form.” Interested applicants for this position must submit the following or the application will not be considered.
1. Application for US Federal Employment (SF-171 or DS-174); and a current resume or curriculum vitae that provides additional information to the DS-174; plus
2. Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application.
3. All documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.
CLOSING DATE FOR THIS POSITION: February 10, 2012 at 17:00.
SUBMIT APPLICATION TO:
Human Resources Office
American Embassy Bujumbura
Avenue des Etats-Unis
B.P 1720 Bujumbura
Ref.: Position Title
Email: bujumburahr@state.gov
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Published at 23-01-2012
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