Job Opportunities

VACANCY No:           05-09
OPEN TO:                All Interested Candidates within and outside the Mission
POSITION:               Protocol Assistant
OPENING DATE:        August 11, 2009
CLOSING DATE:        August 25, 2009
WORK HOURS:          Full-time; 40 hours/week
GRADE:                   *Not-Ordinarily Resident:  FP-7 
                             (To be confirmed by Washington)
                            *Ordinarily Resident: FSN-7

ALL ORDINARILY RESIDENT APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
SEE DEFINITION FOR “NOT-ORDINARILY RESIDENT” BELOW.
The United States Embassy in Freetown is seeking individual for the position of Protocol Assistant.  The position is located in the Executive Office and reports to the Ambassador’s Office Manager.

MAJOR FUNCTION OF THE POSITION:
Maintains contact lists, master lists, cards and other groupings of host country and other embassy officials, politicians and business contacts.  Prepares and maintains a master list of all members of the diplomatic corps in Sierra Leone to supplement the outdated Sierra Leone lists.                                                                                      
Composes diplomatic notes to the Ministry of Foreign Affairs and International Cooperation as directed from incoming Department of State cables for Executive office approval. Prepares standardized replies to incoming diplomatic notes from other diplomatic missions and the Ministry of Foreign Affairs and International Cooperation; all Foreign missions and international organizations when the Ambassador departs or returns to post.

Assists the Ambassador in representational matters as required: Prepares guest lists and invitations, contact the invitees by telephone or by letter to follow up on invitations after they have been sent to be sure invitees have received them, accepts and will attend.   Prepares invitations to the various other presentational functions of the Ambassador and DCM.  Prepare place cards for their formal dinners, as requested.  Attends functions to assist in identifying and greeting guests, making introductions, escorting guests, and circulating among them to ensure that everyone is at ease.                                                                                                                   
Provides clerical support to the Ambassador’s Secretary:  Assists the Executive Office Managers in maintaining Ambassador and DCM’s calendars, booking visiting appointments, escorting Ministers and members of the Diplomatic Corps to and from the executive office, and typing letters to Sierra Leone organizations and citizens for review by the Executive Office Manager and signature of Ambassador or DCM.  Collects mail from the mailroom in the mornings and evenings and prepares routing slips for Executive Office distribution.

Maintains logs of all outgoing diplomatic note numbers.  Organizes the Protocol office files. Performs other duties as required by Ambassador, DCM the Executive office Managers       
                                                      
QUALIFICATIONS REQUIRED
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1. Education:  Completion of secondary school and two years college study in education, Management and Linguistics required.
   
   

2. Experience:  Four years progressively responsible experience in the secretarial or Administrative Management field required.  Experience in Protocol duties within the four years with an international organization is commended.
   
   

3. English Ability:  Level 4 English Language ability (Fluent) in written and spoken English.Level 4 Krio language (fluent) speaking required.
   
   

4. Other Criteria:  At full performance level, the incumbent must demonstrate thorough knowledge of Sierra Leone government protocol guides, the general etiquette and social mores of Sierra Leone, and department of State protocol and correspondence, instructions and procedures. Working knowledge of political structure and how the situation affects protocol in Sierra Leone.
   
   

5. Other Skills:  Ability to type at level II (40 words per minute), with accuracy.  Must have excellent writing skills and high degree of accuracy and experience in operating computer.  Ability to independently research protocol materials.
   
   

6. Interpersonal skills:  Must be tactful in dealing with government official and members of the diplomatic corp. Ability to deal with the public in a courteous manner.  Ability to develop and maintain an extensive range of contacts in the locality. Ability to communicate well with supervisors.  Ability to work with all levels of individuals both from within the Mission and government.
   
   
   SELECTION PROCESS:
   When equally qualified, US Citizen Eligible Family Members (AEFMs) and U.S. Veterans will be given preference.  Therefore, it is essential that the candidate 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.  Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Performance Report are not  eligible to apply.
   
   4.  Currently employed US Citizen EFMs who hold Family Member Appointment (FMA)are ineligible to apply for advertised positions within the first 90 calendar days of  their employment.
   
   5.   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, unless currently hired into a position with a When Actually Employed (WAE) work schedule.
   
   TO APPLY
   Interested applicants for this position must submit the following or the application will not be considered:
   
   1.    Application for U.S. Federal Employment (SF-171 or OF-612); available on the internet at http://freetown.usembassy.gov/job_opportunities.html or
   
   2.    A current resume or curriculum vitae that provides the same information as an OF-612; plus
   
   3.    Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application.
   
   4.    Any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above.
   
   SUBMIT APPLICATION TO
   The Human Resources Section
   (Application for Protocol Assistant)
   Embassy of the United States of America
   Southridge, Hill Station
   Freetown
   FAX:  515-075
   NOTE: Only short listed applicants will be contacted. 
   DEFINITIONS

1.    AEFM:  A type of EFM that is eligible for direct hire employment on either a Family Member Appointment (FMA) or Temporary Appointment (TEMP) provided s/he meets all of the following criteria:

−        US citizen;

−        Spouse or child who is at least age 18;

−        Listed on the travel orders of a Foreign or Civil Service or uniformed service member permanently assigned to or stationed at a US Foreign Service post or establishment abroad with a USG agency that is under COM authority;

−        Is resident at the sponsoring employee’s or uniform service member’s post of assignment abroad, or at an office of the American Institute in Taiwan and

−        Does not receive a U.S. Government retirement annuity or pension from a career in the U.S. Foreign or Civil Service.
     
Other family members or dependents on direct-hire Foreign, Civil, or uniformed service member’s travel orders are not AEFMs or US Citizen EFMs for purpose of 3 FAM 8200.

2.    EFM: Family Members at least age 18 listed on the travel orders of a Foreign of Civil Service or uniformed service member permanently assigned to or stationed to a US Foreign Service post or establishment abroad with a USG agency that is under COM authority who do not meet the definition of AEFM above.

3.    Member of Household:  A MOH is a person who: 1) Has accompanied, but is not/not on the travel orders of a U.S. citizen Foreign or Civil Service employee or uniform service member permanently assigned to or stationed at a U.S. Foreign service post or establishment abroad; 2) Has been declared by the sponsoring employee to the Chief of Mission as part of his/her household; and 3) Resides at post with the sponsoring employee.

4.    Ordinarily Resident (OR):  A citizen of the host country or a citizen of another country who has shifted the main residency focus to the host country and has the required work and/or residency permits for employment in country.

5.    Not-Ordinarily Resident (NOR):  Typically NORs are US Citizen EFMs and EFMs of FS, GS, and uniformed service members who are eligible for employment under an American USG pay plan, on the travel orders and under Chief of Mission authority, or other personnel having diplomatic privileges and immunities.

CLOSING DATE FOR THIS POSITION:  August 25, 2009

The US Mission in Freetown provides equal opportunity and fair and equitable treatment in Employment to all people without regard to race, color, religion, sex, national origin, 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.