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POSITION: Protocol Assistant
OPENING DATE: January 3, 2018
CLOSING DATE: January 19, 2018
WORK HOURS: Full-time: 40 hours/week
SALARY: Ordinarily Resident (OR): FSN- 8; (Step 1- TZS 30,714,884 through Step 14- TZS 47,608,072 per annum)
Not-Ordinarily Resident (NOR): FP- 6*
*Final grade/step for NORs will be determined by Washington.
The “Open To” category listed above refers to candidates who are eligible to apply
for this position. The “Open To” category should not be confused with a “hiring
preference” which is explained later in this vacancy announcement.
ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST
HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the
position of Protocol Assistant in the Executive Section.
BASIC FUNCTION OF POSITION
Conducts Mission protocol matters, such as preparing guest lists, coordinating events,
preparing invitations, maintaining the Embassy contact data base, making appointments
with government officials for the Ambassador and Deputy Chief of Mission (DCM) and other
offices as directed by Front Office and drafts diplomatic notes. Provides protocol guidance
and advice to Executive office and other Embassy staff when requested. Supervision is
received from the Ambassador’s Office Management Specialist (OMS).
Major Duties and Responsibilities
Representational Events (manages all aspects of events to include): 35%
Assist the Ambassador and DCM in arranging official receptions, dinners, lunches and
other social functions from the beginning to the end.
Oversees representational vouchers by collecting vouchers, reviewing for accuracy and
submit to Budget and Fiscal section for payment.
Prepare all invitations for the Ambassador and DCM, ensuring that all invitations are
delivered in a timely manner.
Prepares and maintains a current Master Contact List: 30%
Maintains and updates the July 4 contact list.
Updates the Government of Tanzania/Zanzibar Contact List on a highest-priority basis
when changes in Government occur.
Provides updated lists on a regular basis to all Embassy offices; periodically provides
updated diplomatic lists to Embassy and Washington offices.
Ensures database is clear of errors/typos.
Serves as the assistant to the Front Office: 35%
Providing guidance and protocol-related liaison with Tanzanian, officials and the local
population, Makes appointments/translates for Ambassador/DCM, and drafts diplomatic
notes, arranges appointments with government officials and follows up as needed and
manage Diplomatic notes process for the Mission.
Job holder will perform other related duties as assigned.
All applicants must address each required qualification listed below with specific and
comprehensive information supporting each item. Failure to do so may result in a
determination that the applicant is not qualified.
University degree in Business Administration, Law, Political Science is required.
A minimum of three years experience in Protocol and/or Office Administration is
Level IV (fluent) in English and Kiswahili (fluent in speaking, writing and reading) is
required. (This will be tested)
d. Skills and Abilities:
Proficiency in Microsoft Office applications (MS-Word, Excel, Power point and Data
base) is required.
FOR FURTHER INFORMATION:
The complete position description listing all of
the duties and responsibilities can be obtained on our website and/or by contacting
the Human Resources Office [email protected].
HIRING PREFERENCE SELECTION PROCESS:
Applicants in the following hiring
preference categories are extended a hiring preference in the order listed below.
Therefore, it is essential that these applicants accurately describe their status on the
application. Failure to do so may result in a determination that the applicant is not eligible
for a hiring preference.
HIRING PREFERENCE ORDER:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP**
Applicants who claim status as a preference-eligible U.S. Veteran must
submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of
Release or Discharge from Active Duty, and, if applicable, a letter from the U.S.
Department of Veterans Affairs. If claiming conditional eligibility for U.S. Veterans’
preference, applicants must submit proof of conditional eligibility. If the written
documentation confirming eligibility is not received in the HR office by the closing date of
the vacancy announcement, the U.S. Veterans’ preference will not be considered in the
application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after
reviewing all required documentation is final.
** This level of preference applies to all Foreign Service employees on LWOP.
ADDITIONAL SELECTION CRITERIA:
1. Management will consider when determining successful candidacy: nepotism, conflicts
of interest, budget, and residency status.
2. Current OR employees serving a probationary period are not eligible to apply. Current
OR employees with an Overall Summary rating of Needs Improvement or
Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible
3. Current NOR employees hired on a Family Member Employment (FMA) or a Personal
Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of
their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY:
Please ensure documents are in Microsoft Word, JPEG, TIFF and/or
Adobe Acrobat PDF format.
SkyDrive or Cloud files other than in above specified above will NOT be accepted and your
application will be determined invalid.
Applicants must submit the following documents to be considered. Failure to do so may
result in a determination that the applicant is not qualified.
1. Universal Application for Employment (UAE) (Form DS-174), which is available on our
website or by contacting Human Resources. (See “For Further Information” above);
2. Any additional documentation that supports or addresses the requirements listed above
(e.g. resume, transcripts, degrees, etc.)
3. Copy of Degree.
4. For Tanzanian Nationals: Copy of Passport, or National ID, or Voters ID
5. For Other Nationals: please attach current Resident/Work Permit and copy of valid
WHERE TO APPLY:
Effective immediately only online applications will be accepted via
Applicants MUST follow instructions in the notice on the website.
When sending an online application, please indicate the position title in the subject
Failure to do so will result in an incomplete application.
EQUAL EMPLOYMENT OPPORTUNITY:
The U.S. Mission provides equal opportunity
and fair and equitable treatment in employment to all people without regard to race, color,
religion, sex, national origin, age(below compulsory retirement 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. The EEO complaint procedure is not available to
individuals who believe they have been denied equal opportunity based upon marital status
or political affiliation. Individuals with such complaints should avail themselves of the
appropriate grievance procedures, remedies for prohibited personnel practices, and/or
courts for relief.