Protocol Assistant / Асистент/ка Протокольного Відділу

To apply for this position you should complete an application in English at the link provided below. 

https://erajobs.state.gov/dos-era/ukr/vacancysearch/searchVacancies.hms

Deadline for applications: March 25, 2023

Duties:

This position is located in the protocol office of the US Embassy. The incumbent is one of the four members of the protocol team and reports directly to the Chief of Protocol. Main duties include coordination of events for the Ambassador or the Deputy Chief of Mission (DCM), handling of incoming and outgoing official correspondence and invitations, and arrangement of meetings and engagements for the Ambassador, in close cooperation with other sections of the Embassy. The person is responsible for maintaining close contacts with counterparts within the Ukrainian government, diplomatic corps, and international community to collaborate and manage formal meetings, high-level engagements, conferences, ceremonies, and presentations.

Major duties and responsibilities include but are not limited to:

Plans and organizes events hosted by the Ambassador. Coordinates preparation of guest lists with other sections and works towards finalizing the list of participants. Prepares and issues invitations, draws up seating plans, and attends events as part of the logistics team for event preparation.

Arranges meetings for the Ambassador, DCM, and high-level visitors with high-ranking Ukrainian government officials. Prepares diplomatic notes to request these meetings. Cultivates strong relationships with mid-to high-level (staff aides and deputy directors) counterparts. Keeps updated information on external and internal databases.

Receives all correspondence in Ukrainian or English addressed to the Ambassador or the Embassy. Properly records it, provides a short translation or summary and forwards to the Ambassador’s office or corresponding section. Follows up in accordance with instructions and determination provided. Formulates and provides official responses to correspondence.

Serves as interpreter to the Ambassador or DCM when required. Drafts and translates from Ukrainian into English and vice versa full variety of correspondence to the Executive Office and from it. Basic translation of documents includes diplomatic notes, governmental regulations, special presentations, speeches, and papers with economic, military, financial, and technical terminology of different degrees of complexity.

Advises and gives guidance to the Ambassador, DCM and Embassy personnel on all aspects of protocol, precedence and accepted social customs in Ukraine. Provides protocol related guidance to mission employees on official entertaining. Serves as the main official point of contact for any correspondence and communications for Ambassador’s and Deputy Chief of Mission engagements.

Requirements:

EXPERIENCE:

Three years of responsible administrative experience is required.

Educational Requirements:

Two (2) years of post-secondary education/college or university studies

LANGUAGE:

Fluent (writing/speaking/reading) English

Fluent (writing/speaking/reading) Ukrainian

SKILLS AND ABILITIES:

Good interpersonal skills, good social skills to deal with officials at the highest level. Advanced professional writing skills. Tact and diplomacy at the highest level. Ability to use MS office applications is required.

JOB KNOWLEDGE:

Detailed knowledge of local government structure and areas of responsibilities. Knowledge of local media market and political and social circumstances.

We offer:

• Competitive salary
• Regular working hours (40 hours per week, 8 hours per day)
• Comfortable office with a bomb shelter
• Medical insurance for the employee and dependents (spouse and children)
• Life insurance
• Paid annual and sick leave
• Military exemption for male employees
• Trainings and professional development
• Holiday days off (both Ukrainian and American holidays)