Protocol Secretary

Hiring Path:

- Open to the public

Who May Apply/Clarification From the Agency:
For USEFM - FP is 09. Actual FP salary determined by Washington D.C.

All Interested Applicants / All Sources

Post policy update: Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply.

This vacancy is a re-run with revised requirements indicated in red.

Security Clearance Required:
Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:
Marketing Statement:
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:
The work schedule for this position is Full Time (38 hours per week)

Supervisory Position:
No

Relocation Expenses Reimbursed:
No

**Duties**:
The incumbent is responsible for the setup and cleaning of multi-purpose conference and dining room. Prepares and submits vouchers for events in the dining room. Responsible for the cleaning of the kitchen and kitchen equipment.
**Protocol and Events Planning**
- Coordinates with the Protocol Officer and Front/Executive Office to schedule and organize events.
- Communicates with the Protocol Officer, OMSs, and various section POCs to provide and confirm menu choices.
- Coordinates with Facilities to setup furniture for events.
- Handles the secure storage and maintenance of equipment and furniture, including portable furniture, after events and when not in use.
- Purchases food and non-food items such as flowers to assist in event planning.
- Direct additional service providers such as contracted caterers, external serving staff when needed for larger events.
- Prepares seating and table setting following knowledge of dining etiquette and protocol rules.
- Coordinates and ensures the provision of food and drink service at events.
- Escorts and welcomes visitors to the building and conference/dining room as required.
- Handles the cleaning of dinnerware/crockery/barware after events and ensures they are stored securely.
- Ensure napkins and table cloths are laundered after events.
- When necessary, arranges for cold breakfasts.
- Ensures and arranges for the cleaning of the conference room, dining room, kitchen and kitchen equipment on a regular basis.
- Handles the decorating of the conference/dining room and lobby under guidance from the Front Office. This includes floral arrangements.
- Oversees management of guest coat check.
- Ensures and arranges for the care of live poinsettia plants and Christmas tree during holiday period.
- Assists with preparing gratuities during the holiday season.
**Accounting**
- Tracks expenses for each event to ensure the event remains within budget; problem-solves if expenses need to be increased.
- Prepares accounts and collects receipts of purchases for events.
- Prepares and submits vouchers for events in liaison with others.
- Prepares a short account summary of spending per event.
- Returns unused funds/collects extra funds as required.
**Administrative Tasks**
- Schedules appointments, answers and forwards phone calls, takes messages and provides information.
- Maintains a calendar of all events in conference/dining room.
- Manage files and control records to show correspondence activities.
- Compose letters and memorandums to reply to correspondence concerning protocol issues and events management.
- Reads incoming correspondence to ascertain nature of writers’ concerns and to determine disposition of correspondence.
- Prepares documents and correspondence related to the protocol as directed by the Executive Office.
- Gathers records pertinent to specific issues, review them for completeness and accuracy, and attach records to correspondence as necessary.
- Performs historical record keeping and maintains files according to Department of State regulations.
- Greets persons entering office space, determining nature and purpose of visit, and direct or escort them to specific destinations.
- Collects funds ahead of events.
- Distributes funds to external staff and contractors for purchasing food and non-food items when required.
- Maintains a list of supplies (inventory) for cleaning/expendable goods/stored gratuities during holidays.
- Responsible for replenishing stocks of expendable supplies and cleaning supplies as required.
- Prints pre-prepared name tents and menus for events as required.
- Escorts and manages caterers, delivery staff and other external staff as required.
- Submits MyServices maintenance service requests for the repairing or maintenance of issues with the rooms/furniture or equipment; ensures completion of requests.
- Submits MyServices/maintenance service requests for the cleaning of rugs/drapes and furniture.

**Qualifications and Evaluations**:
**Requirements**:
EXPERIENCE: Minimum two years of experience as an Administrative Assistant, Event Planner or working in a diplomatic establishment or the service industry.

JOB KNOWLEDGE: Knowledge of Protocol and ev