Protocol Assistant in U.S. Embassy in Kyiv

U.S. Embassy Kyiv Ukraine , Посольство США в Україні — дипломатичне представництво Державного Департаменту США у Києві. Position Description: This position is located in the protocol office of the U.S. 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 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. Qualifications required: Education: Two (2) years post-secondary education/college or university studies is required. Prior Work Experience: Threeyears of responsible administrative experience is required. Language Proficiency:Fluent English (speaking/reading/writing)Fluent Ukrainian (speaking/reading/writing) Skills/knowledge: 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. Detailed knowledge of local government structure and areas of responsibilities. Knowledge of local media market and political and social circumstances. Link to the vacancy (Vacancy #Kyiv-2024-01-RA) Deadline for applications: March 25 , 2024 Position description: This position is located in the Protocol Department of the US Embassy. The incumbent is one of the four members of the protocol group and reports directly to the protocol chief. Key responsibilities include coordinating events for the Ambassador or Deputy Head of Mission (DCM), processing incoming and outgoing official correspondence and invitations, and organizing meetings and events for the Ambassador in close collaboration with other Embassy units. The individual is responsible for maintaining close contacts with colleagues in the Ukrainian government, diplomatic corps and the international community for cooperation and organization of official meetings, high-level meetings, conferences, ceremonies and presentations. Key duties and responsibilities include, but are not limited to: Plans and organizes events hosted by the Ambassador. Coordinates the preparation of guest lists with other sections and works on finalizing the list of participants. Prepares and issues invitations, makes seating plans, and attends events as part of the event logistics team. Organizes meetings of the Ambassador, Chairman of the Verkhovna Rada and high-ranking guests with high-ranking Ukrainian government officials. Prepares diplomatic notes requesting these meetings. Cultivates strong relationships with mid- and senior-level colleagues (staff assistants and deputy directors). Stores current information in external and internal databases. Receives all correspondence in Ukrainian or English addressed to the Ambassador or Embassy. Records it properly, provides a short translation or summary and forwards it to the ambassador's office or the appropriate department. Follows instructions and solutions provided. Forms and provides official responses to correspondence. Serves as an interpreter for the Ambassador or DCM when needed. Composes and translates from Ukrainian to English and vice versa all various correspondence to and from the executive apparatus. Basic document translation includes diplomatic notes, government orders, special presentations, speeches and documents with economic, military, financial and technical terminology of varying degrees of complexity. Advises and instructs the Ambassador, Chief Diplomat and Embassy staff on all aspects of protocol, seniority and accepted social customs in Ukraine. Provides protocol guidance to mission staff regarding official entertainment. Serves as the primary official point of contact for all correspondence and communications for Ambassador and Deputy Head of Mission engagements. Required Qualifications: Education: Two (2) years of higher education/college or university required. Previous Work Experience: Three years of responsible administrative experience is required. Language skills: Fluency in English (speaking/reading/writing) Fluency in Ukrainian (speaking/reading/writing) Skills/knowledge: Good knowledgeinternal communication, good social skills to communicate 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. Detailed knowledge of the structure of local self-government and spheres of responsibility. Knowledge of the local media market and political and social circumstances. Link (Vacancy #Kyiv-2024-01-RA) Application deadline: March 25, 2024