Administration and Office SupportFull-TimeJunior-level(1-2 yrs)
Job Description
The Protocol Clerk position is located within the Protocol Unit, which supports the Executive Office at the U.S. Embassy to Kenya. This role 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 strict adherence to diplomatic standards.
Key Responsibilities
Customer Service Support: Greet and assist visitors and callers, providing clear guidance or directing inquiries to the appropriate staff within the Protocol, Executive Office, or other sections.
Protocol Correspondence: Prepare, format, and process diplomatic notes, invitations, letters, and routine protocol correspondence in accordance with Mission and Department of State standards.
Documentation Management: Receive, log, track, and archive all incoming and outgoing correspondence, ensuring accurate filing in both paper and electronic systems.
Event and Meeting Logistics Support: Assist with administrative preparations for official events, including compiling guest lists, tracking RSVPs, preparing name cards, menu cards, and seating materials. Coordinate the scheduling and delivery of protocol materials, supplies, and event items to residences or representational venues.
Onsite Support: Provide 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: Escort visitors and dignitaries within the Mission and to event locations, ensuring they receive accurate instructions and support.
Office Administration and Supply Oversight: Monitor and replenish expendable protocol supplies such as gift bags, invitation cards, holiday cards, envelopes, name tents, and drafting sheets.
Requirements and Qualifications
Education: KCSE qualification (Kenya Certificate of Secondary Education).
Experience: Minimum of two (2) years of prior work experience in administrative support, customer service, office coordination, or event-related logistics in a professional setting.
Background: All selected candidates must be able to obtain and hold a required security clearance.
How to Apply
Interested and qualified candidates should apply online through the official U.S. Mission recruitment portal. Applications must be submitted via the Electronic Recruitment Application (ERA) system on the Department of State website at erajobs.state.gov. You can also find the specific link through the MyJobMag application page.
