Protocol Assistant at U.S. Embassy to Kenya

PROTOCOL ASSISTANT AT U.S. EMBASSY TO KENYA U.S. Embassy to Kenya Sokify is pleased to present this opportunity for a Protocol Assistant at the U.S. Embassy to Kenya. This position plays a vital role in supporting the smooth functioning of diplomatic operations and ensuring all official engagements uphold the highest standards of international protocol. CORE RESPONSIBILITIES Diplomatic Correspondence and Communications You will be responsible for drafting, formatting, and reviewing all outgoing diplomatic notes and correspondence on behalf of the Ambassador and senior leadership. Your work must meet strict protocol standards and comply with all federal regulations governing diplomatic communications. You will manage the systematic archiving of both incoming and outgoing diplomatic notes in the official SMART system to ensure proper recordkeeping and easy future retrieval. Additionally, you will coordinate official invitations for the Ambassador, Deputy Chief of Mission, and other senior officials by logging all invitations, gathering input from relevant Mission sections, presenting consolidated recommendations to leadership for decision-making, and ensuring timely and appropriate responses are sent. Protocol Advisory and Guidance Serving as a key protocol resource, you will advise the Executive Office, Mission staff, and visiting delegations on all aspects of diplomatic protocol, including procedures, cultural sensitivities, local customs, order of precedence, dress codes, gift etiquette, and appropriate diplomatic conduct. You will provide expert guidance on seating arrangements, proper forms of address, and event etiquette to ensure interactions with host government officials reflect the highest standards of respect. You will also mentor entry- and mid-level officers on protocol expectations and coordinate access and escort services for VIP and non-VIP visitors meeting with the Executive Office. Events Management You will manage the planning and execution of approximately 80 annual representational and official events hosted by the Embassy, ranging from small meetings and courtesy calls to large-scale receptions and ceremonial occasions. Using a project-based approach, you will lead coordination efforts, manage multiple concurrent timelines, handle last-minute changes, and ensure strict adherence to diplomatic protocol. You will prepare comprehensive post-event attendance reports and submit reimbursement vouchers with supporting documentation to the Executive Office within three business days. Contact and Database Management You will serve as an expert user of the Mission's CRM software, maintaining an accurate and current contact database for Executive Office relationships. This includes managing and updating biographies of host government officials and key personalities, designing and sending email invitations through the CRM system, tracking RSVPs, creating seating charts, and generating reports. You will also track all incoming and outgoing gratuities, record them with photographs in the CRM Gratuities module, and generate reports for the Gift Officer's review. You will assist Embassy staff with CRM account requests and reactivations and utilize the mobile CRM version during events for real-time guest check-in. Gift Protocol and Holiday Gratuities You will support the Executive Office's gift protocol by identifying and recommending appropriate gifts for the Ambassador, DCM, and senior leadership to present to VIPs and mid-level officials in accordance with diplomatic gift etiquette standards. You will coordinate with the Management Office and GSO/Procurement to facilitate all aspects of gift acquisition and distribution. REQUIRED QUALIFICATIONS Candidates must demonstrate strong diplomatic protocol knowledge, excellent written and verbal communication skills, advanced proficiency with CRM software systems, exceptional organizational abilities, and the capacity to manage multiple complex tasks simultaneously under tight deadlines. You should have proven experience in event planning and coordination, knowledge of international diplomatic practices and cultural sensitivities, and the ability to work effectively with senior government officials. A high school diploma or equivalent is required, with some college coursework or professional experience in diplomatic, protocol, or event management roles preferred. WORK ENVIRONMENT This position requires flexibility to work around formal diplomatic events, which may occasionally occur outside standard business hours. You will interact regularly with senior U.S. and foreign government officials and must maintain the highest standards of professionalism and discretion at all times.