New Zealand

Vacancy Details

About

Announcement Number:
WELLINGTON-2021-06
Hiring Agency:
Embassy Wellington
Position Title:
Protocol Management Clerk
Open Period:
04/29/2021 - 05/14/2021 Format MM/DD/YYYY
Vacancy Time Zone:
GMT+12
Series/Grade:
LE - 0120 6
Salary:
NZD $61,846 - NZD $83,501
Work Schedule:
Part-time - 30 hours per week
Promotion Potential:
LE-6
Duty Location(s):
1 Vacancy in

Wellington, NZ
Telework Eligible:
No
For More Info:
HR Section
000-000-0000
Wellington.HR@state.gov

Overview

Hiring Path:
• Open to the public
Who May Apply/Clarification From the Agency:
For USEFM - FP is 08.  Actual salary determined by Washington D.C.
Open to all Interested Applicants / All Sources

Security Clearance Required:
Public Trust - Background Investigation
Appointment Type
Permanent
Appointment Type Details:
Definite not to Exceed (5 Years)
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:



  • Part Time (30 hours per week)


Start date: Candidate must be able to begin working within a reasonable period of time (4 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:
No
Relocation Expenses Reimbursed:
No
Travel Required:
Not Required

Duties


Serves as the clerk to the Protocol Assistant at Embassy Wellington, and as back-up clerk in the Management Section. This role provides support to the Protocol Office in areas such as correspondence management, event support, and file and database administration. The Protocol Clerk also supports the Management Section during periods of leave or heavy workload. The incumbent may be required to occasionally work irregular hours, including weekends and public holidays.  


 


Major Duties and Responsibilities                                                              % of time                                                                                                           


 Protocol                                                                                                             80%



  1. Assists the Protocol Assistant in coordinating social and representational events hosted by the Ambassador/DCM and manages outgoing invitations for Consulate General representational events.

  2. Assists in writing invitations, dispatching invitations, and following-up on acceptances and regrets. 

  3. Attends functions to provide support or event coordination, as needed/requested.

  4. Assists in the organization of the 4th of July celebrations in Wellington and Auckland in coordination with other sections.

  5. Updates the Mission’s primary unclassified contact database, eContact, with full information on contacts as needed:  invitations received, issued, and accepted, partner names, full address, dietary restriction, etc.

  6. Assists the Executive Office in scheduling meetings for AMB/DCM with host country agencies and general contacts of the Mission when needed/required.

  7. Assists in collating bios for guests of representational events and meetings. 

  8. Receives, sorts, reads, and logs all incoming correspondence addressed to the Ambassador and DCM.

  9. Drafts official and social correspondence for the signature of the Ambassador and DCM, including letters of thanks, condolence, and congratulations; tasks appropriate sections to provide drafts as necessary.

  10. Receives and distributes incoming circular diplomatic notes from MFAT and other diplomatic missions.



Back-up Management Support
                                                                        20%



  1. Assists with correspondence with the Ministry of Foreign Affairs and Trade on visa requests, petrol tax refunds, issuance of diplomatic plates, etc.

  2. Serves as timekeeper for the Management Section in the absence of the Management Assistant.

  3. Supports temporary duty travel by processing Travel Authorizations in the E2 system and Electronic Country Clearances in the absence of the Management Assistant.

  4. Facilitates weekly transitions between Mission Duty Officers in the absence of the Management Assistant.

  5. Provides additional administrative support to the Management Officer with appointment scheduling, notetaking, and meeting room set-up as required, in the absence of the Management Assistant.

  6. Supports the Financial Management section with voucher processing as required.



**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 and Evaluations

Requirements:

EXPERIENCE:  Two years administrative duties or office experience. 


JOB KNOWLEDGE:  Must adhere to the guidelines and the different manuals the State Department has for policies and guidelines (FAM and FAH) and know where to look for these policies and regulations. Knowledge about local customs, government, business and cultural                                communities. Familiarity with American and New Zealand protocol procedures referred.

Education Requirements:

Completion of secondary school required

Evaluations:

LANGUAGE:  Level 4 - Fluent (spoken and written) English ability is required. 
Note: If native language is English, you must also list this on your application.


SKILLS AND ABILITIES:  Must have working knowledge of all Microsoft Office Suite applications (Word, Excel, PowerPoint).  Must have standard knowledge of operating office equipment such as scanner, fax, copier, multi-line telephone system.  Ability to perform under pressure and to perform multiple tasks with the ability to easily adapt based on shifting or changing priorities of the office.  Must know how to handle many different and overlapping tasks and projects.  Must be able to analyze and apply guidance from related FAM and FAH.


EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:
Agency Benefits:

For EFMs, benefits should be discussed with the Human Resources Office.


The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:  Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.


HIRING PREFERENCE ORDER:



  1. AEFM / USEFM who is a preference-eligible U.S. Veteran*

  2. AEFM / USEFM

  3. FS on LWOP and CS with reemployment rights **


* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given. 


** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.


EFM candidates must have at least one year remaining on their sponsor’s tour of duty to be considered eligible to apply for this position.


For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

All candidates must be able to obtain and hold a Public Trust security clearance 


To apply for this position click the “Submit Application” button.  For more information on how to apply visit the Mission internet site.


ncomplete applications and those submitted via email will not be considered.


All employees of the U.S. Government are required to complete full medical and security background checks.  


The U.S. Government is not able to sponsor a work visa for applicants who do not already have work authorization for New Zealand.

Required Documents:

Please provide the required documentation listed below with your application:



  • Copy of Orders/Assignment Notification (or equivalent)

  • Passport copy

  • DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

  • SF-50 (if applicable)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email. 


For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.


Thank you for your application and your interest in working at the U.S. Mission in New Zealand.