Protocol Officer - P01

Organización de los Estados Americanos; Washington (District of Columbia); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Paid annual leave 21 days

Health insurance: 2/3 covered

Pension plan

Mobility allowances

Job summary

The Organization of American States seeks a Diplomatic Protocol and Ceremonial Functions Specialist to support the Chief of Protocol in managing diplomatic protocols, ceremonies, and official events in Washington, DC.

Under supervision, you will plan high‑level events, coordinate with Permanent Missions, draft official correspondence, and maintain protocol records. Proficiency in English and Spanish is required, with strong organizational and communication skills.

Qualifications

• Essential: First University Degree in political science, foreign affairs or international relations and 1 year of relevant experience.
• Desirable: Experience or knowledge of OAS mandates and Inter‑American agenda.

Responsibilities

• Advise on diplomatic protocol, ceremonial procedures and official participation.
• Assist in planning and executing official ceremonies and high-level events.
• Coordinate with Permanent and Observer Missions on protocol matters.
• Draft and review high-level correspondence and other ceremonial documents.
• Maintain protocol materials, directories and event records.
• Process requests for VIP passes and escort ambassadors as needed.

Skills

English

Spanish

Languages knowledge (multi)

OAS mandates knowledge

Education

Bachelor’s degree in political science, international relations or related field

Tools

Microsoft Office

Oracle

Visio

Access

SharePoint

Job description

Under the supervision of the Chief of Protocol or a designated senior official, the incumbent contributes to the effective implementation of diplomatic protocol, ceremonial activities, and official events of the Organization.

1. Diplomatic Protocol and Ceremonial Functions

• Provide OAS leadership professional-level support and advise on diplomatic protocol, ceremonial procedures, and official participation in accordance with established guidelines.
• Assist in the planning and execution of official ceremonies and high-level events, including but not limited to, presentations of credentials, signing of agreements, special sessions of the Permanent Council, the General Assembly, and visits by Heads of State, Ministers, and senior officials.
• Liaise with Permanent and Observer Missions on protocol-related matters, including precedence, seating arrangements, representational elements, and official courtesies, under guidance.

2. Coordination of Official Events, the General Assembly, and High-Level Meetings

• Support coordination efforts for official OAS events, major meetings held at the Main Building (MNB), the General Secretariat building (GSB) and the General Assembly in accordance with established protocol standards, always mindful of consistent application of protocol standards across Member States.
• Assist in preparing event materials, including draft invitations, seating charts, programs, scenarios, and timelines for review, ensuring compliance with institutional representation and protocol requirements.
• Partake in walkthroughs and technical coordination meetings, liaise, and request services, under guidance, from internal departments such as Security, General Services, Conferences, and Press and Communications.
• Support protocol arrangements for ministerial- and senior-level participation in official meetings and events.
• Communicate with Permanent and Observer Missions on protocol-related matters, with accuracy, timeliness, and in an appropriate diplomatic tone.
• Review request letters and supporting documentation submitted by Permanent Missions for events to be held at the MNB, verifying completeness and accuracy prior to supervisor’s review and approval.

3. Administration of Main Building Protocol Functions

• Assist in curating and maintaining the MNB events calendar and monitoring scheduling to help prevent conflicts.
• Support the review of requests for use of the Main Building by sponsored entities, ensuring required documentation (including insurance coverage) is complete prior to submission for approval by the Chief of Protocol.
• Assist in compiling and verifying summary reports related to events and or building-use revenues, coordinating with the Departments of Financial Services, General Services, and Procurement.
• Endeavor to ensure event organizers adhere to institutional guidelines and that operational coordination is duly disseminated.

4. Diplomatic Correspondence and Documentation

• Draft correspondence for high-level delegations and government officials for supervisor’s review and approval, and review routine verbal notes, official letters, briefing notes, announcements, and ceremonial documents, under supervision.
• Review/translate English- and Spanish-language documents for accuracy, clarity, and protocol correctness.
• Assist in coordinating internal clearances to ensure quality and approval of correspondence before dissemination to relevant internal and external stakeholders.

5. Office Coordination and Stakeholder Service

• Furnish guidance and day-to-day coordination to interns or temporary personnel assigned to protocol-related tasks, as appropriate.
• Address protocol-related inquiries from internal and external stakeholders to ensure timely response and/or resolution.
• Maintain and update protocol representational materials, including diplomatic directories, forms of address, titles, ceremonial guidelines, and official event records.
• Process Escort Officer requests for the Secretary General with the United States Department of State for official travel.
• Process requests for United Nations VIP passes for the General Assembly and other meetings, including completing accreditation forms and conducting follow-up by email or telephone.
• Partake in official OAS functions by assisting with protocol arrangements, including escorting and seating ambassadors and other dignitaries, as required.
• Execute other related duties as assigned.

QUALIFICATIONS:

• EDUCATION & EXPERIENCE:
• Essential: First University Degree (Bachelor’s) in political science, foreign affairs or international relations, the social sciences, law, public administration, business management or a related field and one year of relevant experience including internship(s) in similar positions at national and/or international level.
• Desirable: Experience or knowledge of the OAS mandates and priorities as related to the area of work and/or the dynamics of the Inter‑American agenda and system.
• COMPUTER SKILLS: Ability to effectively work using Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook, and other applications such as Oracle, Visio, Access, Share Point) and software applicable to the area of work.
• LANGUAGES:
• Essential: Proficient in at least two of the following languages: English, French, Portuguese, and Spanish (read, write and communicate). The selected candidate must satisfy the applicable language‑proficiency examination requirements under Article 44(f) of the General Standards, including passing the required DHR-administered examination in a second official language within the applicable timeframe. The lack of proficiency in a second language should not be grounds for elimination during the recruitment and selection process.
• Desirable: Working knowledge of other two OAS official languages.
• Personal Competencies: Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.
• The GS/OAS embraces equality, diversity and inclusion. Accordingly, in accordance with its rules and regulations, the GS/OAS is committed to providing equal employment opportunities and achieving a diverse staff. In selecting candidates, it will take into account equitable geographic representation, as well as gender equity and equality.
• Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 years.

Compensation

• Professional Category: Remuneration = Basic Salary + Post Adjustment
• Net of taxes for non-US citizens
• US citizens tax reimbursement: US Citizens are reimbursed for most taxes paid on OAS remuneration.
• Paid Annual Leave: 21 days from 1st year. Increase to 30 days within 5 years.
• Sick Leave and Parental Leave.
• Health Insurance: OAS pays 2/3 of premium.
• Pension and Savings Plans: In addition to salary, OAS contributes 14% of pensionable remuneration to a Retirement and Pension Plan. Staff contribute 7%.
• Additional benefits (dependent on contract type): Mobilization allowance, repatriation grant, home leave travel, dependency allowance, life insurance