Moscow Protocol Assistant with Security Clearance

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Job description

Basic Functions The incumbent serves as Protocol Assistant to the U.S. Mission in Russia, supporting the Ambassador, Deputy Chief of Mission (DCM) and other U.S. Government (USG) officials and agencies at the Embassy in Moscow. Incumbent assists the Executive Office in planning and organizing all official functions at the Ambassador and DCM's residences. Serves as protocol advisor to the Ambassador, DCM and their spouses and as required, other mission officials. Protocol liaison on behalf of Ambassador and DCM as well as embassy officials with the Russian government and other diplomatic and non-diplomatic representatives. Provides protocol guidance to all embassy section and agency heads and constituent posts. The position also administers the Embassy-wide Contact Database (CDB). Incumbent advises the Protocol Assistants at Consulates General throughout Russia on protocol issues and related matters. Incumbent liaises with host government, host-government contacts, diplomats, business leaders, and members of the local public in carrying out official protocol duties and facilitates contact for the Ambassador and DCM with these groups. MAJOR DUTIES AND RESPONSIBILITIES Representational functions: 60% Arranging all representational functions hosted by the AMB, DCM, their spouses and other mission officials hosting events at the Embassy, the Chief of Mission Residence (Spaso House), and the DCMR and coordinates AMB and DCM's meetings in the Chancery by performing the following functions: Drafts initial guest list for functions in accordance with precedent and protocol guidelines. Prepares invitation cards, extends written, electronic and phone invitations to invited guests. Arranges for distribution of invitation cards, follows up with reminders on acceptances and regrets (including invitations received) Determines the protocol order of precedence for official functions and prepares seating chart and place cards accordingly. Attends representational functions hosted by AMB, the DCM, and spouses to ensure that all activities run smoothly, assist in receiving and introducing guests, and serves as interpreter when necessary. For events at Spaso, coordinates with Residence manager and staff on arrangements for reception and dining room areas, and placement of name/place cards. Coordinates with RSO regarding access issues for all AMB and DCM events at the Embassy, Spaso, and CGR. For events outside the Embassy/Spaso/CGR, offers invitation by phone, electronic and/or fax, makes reservations at restaurant. Requests a copy of menu in advance. July 4th Event: as part of the working committee coordinates guest list for all agencies and sections of the mission, to include preparing and distributing invitations, RSVP's, and follow-up reminders. Works closely with AMB in developing the guest list, designing invitation card and being closely involved throughout the planning stage. Protocol Support: 30% Assists in scheduling AMB and DCMs meeting appointments with Russian government officials, members of foreign diplomatic missions, private businesses, and other nongovernmental organizations. Conveys messages to Russian government officials, members of foreign diplomatic missions, nongovernmental organizations, and private businesses on behalf of AMB & DCM and other mission officials as directed. Researches and advises the AMB, DCM and other senior staff on all Russian protocol and social usage, customs and culture issues. Reviews daily newspapers and other sources to brief the AMB/DCM on new developments and changes in local government leadership to include national, state and provincial levels. Researches and provides current resumes and biographies of key leaders in the Russian government, foreign diplomatic officials, non-governmental organizations, universities, and think tanks. Administrative Support: 10% Actively maintains and updates CDB - a central database, containing over 36,000 contacts. Works with the Embassy Information center (ISC) in resolving CDB issues. Prepares summaries/translations of all AMB and DCM's incoming invitations. Handles and responds to incoming phone calls for the AMB and DCM, referring as necessary or answers directly as appropriate. Develops and maintains tracking work sheet for the Ambassador's conference room to include inventory of wine, coffee, and gratuities. Maintains and updates the Protocol electronic files. Other duties as assigned. Note: This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency. Qualifications Two years of University or College studies. Must have at least 3 years of progressively responsible public relations or administrative, or customer services experience is required. At least one of the required years of experience must be with a diplomatic mission or Russian government office. Level IV (Fluent) Speaking/reading/writing in English and Russian is required. English and Russian skills are required for oral and written translation and interpretation duties. Knowledge of Russian political system, key government officials, and major Russian cultural/social/business figures and institutions. Must be able to establish and maintain working relations with another Protocol Assistant, protocol staff in other embassies, host government offices and ministries, as well as with administrative staff in the private sector and non-governmental organizations. A strong working knowledge of MS Office software package and Windows is required. Is expected to bring to the Executive Office any information, which might lead to potential embarrassment regarding protocol issues. Is expected to show tact and diplomacy in dealing with persons inside and outside of the Embassy. May be required to tactfully withdraw invites to Russian government officials and other diplomatic missions or change dates/times. Must demonstrate expert knowledge and sound judgement in applying protocol rules for seating arrangements and timing of events in order to avoid errors and embarrassment.

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