JOB ADVERT: Protocol Assistant

POSITION: Protocol Assistant

OPENING DATE: February 4, 2016

CLOSING DATE: February 18, 2016 at 16:00

WORK HOURS: Full time, 40 hours/week

SALARY: Ordinarily Resident (OR): FSN-08 / Not-Ordinarily Resident (NOR): FP-06

The U.S. Mission in Yaounde, Cameroon is seeking eligible and qualified applicants for the position of Protocol Assistant.

This position is located in Yaounde, Cameroon.

BASIC FUNCTION OF THE POSITION

Under the direct supervision of the Ambassador’s Office Manager, the incumbent serves as the Protocol Assistant to the Ambassador, the Deputy Chief of Mission, their spouses, and, as required, other mission officials, by providing protocol guidance and protocol liaison with the host government and the local population.

MAJOR DUTIES AND RESPONSIBILITIES

• Following State Department procedures and using knowledge of local practice: drafts diplomatic correspondence (Diplomatic Notes, notes verbales, circulars and letters in English and French for the Ambassador or DCM’s signature to representatives of the Government of the Republic of Cameroon (GRC), diplomatic and consular missions, and International Organizations.
• As a key communication link between the GRC and the Embassy: Proofreads edits and formats official correspondence drafted by others following standard operating procedure and local practice. Provides information to Cameroonian officials and others who wish to contact the Embassy.
• As the back-up embassy translator, translates material from English to French and from French to English, including Diplomatic Notes, press statements, letters to members of the GRC and the diplomatic corps, etc. The subject matter ranges from routine to complex and may be of a diplomatic, technical, scientific, political, economic, administrative, social or military nature. Serves as interpreter as required.
• Requests appointments, meetings, and courtesy calls for the Ambassador, the DCM, visiting U.S. Government officials, and other Embassy staff. Initiates all related formal and informal correspondence with the appropriate officials or their staff, confirms the time, place, language, and other specific requirements to insure the success of the meetings. 
• Requests visitor access for guests scheduled to meet with the Ambassador and DCM  and determines the protocol honors to which each visitor is entitled for appropriate treatment by guards, gendarmes and the Marines (i.e. whether the guest may park inside the Embassy gates.) Welcomes guests upon arrival at Embassy and escorts them to the Controlled Access Area (CAA). Reserves appropriate meeting space and equipment. 
• Ensures the success of representational events by recommending guests to the Executive Office and to other sections of the Embassy. Compiles guest lists using the Contacts database designs and prints invitation cards, place cards and seating labels, and oversees invitation delivery through Motor Pool. Personally delivers sensitive mail and urgent parcels. Confirms guest attendance. In coordination with the RSO, coordinates the activities of the guards, gendarmes, police and Embassy security staff to receive and screen guests during these functions, most of which take place after working hours. 
• Updates a database of approximately 5,000 records including key GRC officials, members of the diplomatic corps, International Organizations, party leaders, traditional rulers, religious authorities, journalists and  other influential VIPs. The database includes telephone /fax numbers, postal and delivery addresses, e-mail and personal information (position, organization type, dietary restrictions and interests.) 
• Cultivates and maintains cordial working relations with essential protocol, clerical, and senior staff of the Presidency, Prime Minister’s office, the Ministry of External Relations and other important institutions and organizations. Maintains a current roster of telephone and fax numbers for key administrative contact(s) and/or scheduling secretaries in each ministry and diplomatic corps office.
• Updates the Executive Office Outlook Contacts listing by scanning in business cards of key contacts and the current diplomatic lists for other missions. 
• Maintains a chronological log of outgoing and incoming diplomatic correspondence and other important mail for future reference. Maintains a system to permanently retain diplomatic correspondence following State Department guidelines. 
• Monitors the news for information that may affect the Ambassador’s schedule. 
• Uses knowledge of Cameroonian society to provide the Ambassador, DCM and other Embassy officials with insight into the relationships between key Government leaders, prominent families and influential local civil authorities.

QUALIFICATIONS REQUIRED

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.

EDUCATION: A Bachelor’s degree in International Relations or Social Sciences is required.

EXPERIENCE: At least three years of experience as executive secretary, protocol, administrative, or public relations assistant in an international organization or in the protocol or communication department of a Cameroonian Government office or ministry is required.

LANGUAGE: Level IV (Fluency) Speaking/Reading/Writing English and French are required. (This will be tested.)

SKILLS AND ABILITIES: The incumbent must: type at a minimum of 40 wpm accurately using both English and French keyboards; be able to set up and maintain chronological, alphabetical, and tickler filing systems; must be tactful and diplomatic in communicating with all, both inside and outside the Embassy; have excellent interpersonal and communication skills (written and spoken) and the ability to remain calm under pressure. In addition, the candidate must have excellent research skills and attention to detail to insure that all data related to events, guests and contacts of the mission are accurate and updated as needed. (This will be tested.)

JOB KNOWLEDGE: The Incumbent must: have excellent working knowledge of the Cameroonian Government, traditional Cameroonian customs, differences in Cameroon’s geographic/cultural areas, its politics, business and the international community; be computer literate in MS Word (including merged documents), Excel, and Outlook. An understanding of the Cameroonian Government structure is important, in order to set appointments appropriately and organize the database and rosters. The candidate must be able to advise on cultural differences between Cameroon and the USA, particularly during event planning, and to recognize key government officials, to provide appropriate introductions during events. Basic knowledge of international relations and current world affairs is required. Drafting of diplomatic correspondence and producing event-related materials, familiarity with local protocol procedures, attention to details, proven customer service skills, and the ability to appropriately handle communication with VIPs are other essentials of the position.

TO APPLY:

Interested candidates for this position must submit the following document to the Human Resource Office, P.O. Box 817, Yaoundé or via email at: ydeapplicants@state.gov (please, indicate the title of the position on the “ SUBJECT”: line). Electronic are strongly encouraged.

1. Universal application for employment (DS-174) available online at http://yaounde.usembassy.gov; or
2. A current resume or curriculum vitae that provides the same information found on the DS-174