Roving Secretary (Administrative Assistant) — USEFMs Only
U.S. Embassy to Kenya
Quick Take
Provide flexible administrative and clerical support across multiple Embassy sections, drafting diplomatic correspondence, managing communications, organizing files, and supporting senior officials and VIP visitors.
Minimum 2 years of professional office experience, fluent English (Level IV), proficiency in Microsoft Office Suite, and ability to handle confidential diplomatic information with discretion.
Opportunity to work at a prestigious U.S. diplomatic mission with competitive salary (KES 80,000–150,000/mo), exposure to international operations, and restricted to USEFMs—a specialized and stable employment pathway.
Job Description
The U.S. Embassy to Kenya is seeking a detail-oriented and adaptable Roving Secretary (Administrative Assistant) to provide intermittent administrative support across various sections of the Embassy. This is an exciting opportunity for eligible U.S. Eligible Family Members (USEFMs) to contribute to the daily operations of one of East Africa's most prominent diplomatic missions, which has been serving American and Kenyan interests since 1964.
The successful candidate will be deployed flexibly to different sections as needed, working directly under the supervision of respective Section Chiefs and indirectly reporting to the Supervisory Human Resources Officer (SHRO) or Deputy Human Resources Officer (DHRO). This role demands professionalism, discretion, and the ability to adapt quickly to varying work environments and priorities at short notice.
- Draft diplomatic correspondence, notes, demarches, reports, and cables as directed by Section Chiefs.
- Prepare and compile briefing books, talking points, and meeting materials for senior officials.
- Answer and screen telephone calls, take accurate messages, and manage front-office communications professionally.
- Greet, meet, and escort VIP visitors and work crews throughout Embassy premises.
- Sort, distribute, and process incoming and outgoing mail across sections.
- Organise and maintain both paper-based and electronic filing systems in compliance with Embassy standards.
- Schedule appointments, coordinate meetings, and take accurate minutes and notes during sessions.
- Perform general administrative support functions as assigned, including data entry and records management.
- Respond to queries from VIP visitors and the Front Office regarding assigned areas.
- Operate Embassy-specific platforms including MyData and MyServices alongside standard Microsoft Suite tools.
- Demonstrate at least two years of administrative and clerical office experience in a professional environment.
- Produce accurate, well-formatted written documents including correspondence, reports, and briefing materials with minimal supervision.
- Operate Microsoft Office Suite proficiently — including Word, PowerPoint, Excel, and Outlook — to manage communications, scheduling, and reporting tasks.
- Maintain strict confidentiality when handling sensitive diplomatic communications, personnel matters, and classified information.
- Communicate fluently in English (Level IV — Speaking, Reading, and Writing) to interact effectively with Embassy staff, VIP visitors, and agency counterparts.
- Prioritise and manage a dynamic workload across multiple sections, adapting to shifting demands and short-notice deployments.
- Build cooperative working relationships across Embassy sections and partner agencies through strong interpersonal and customer service skills.
- Obtain and maintain a Secret-level U.S. Government security clearance as a condition of employment.
- Demonstrate broad knowledge of Embassy operations, including the roles of various co-located agencies.
The U.S. Embassy to Kenya offers compensation in line with the American Foreign Service pay scale for Locally Employed Staff and USEFMs. While the exact salary is not publicly disclosed in this posting, USEFM positions at this level typically attract competitive remuneration packages. Benefits commonly associated with U.S. Embassy employment include medical coverage, access to Embassy facilities, and a professional working environment aligned with U.S. Government standards. Candidates are encouraged to confirm specific compensation details during the application and interview process.
Ideal Candidate: You are an organised, discreet, and highly adaptable administrative professional who thrives in a fast-paced, multi-stakeholder environment. You are comfortable shifting between teams and priorities, you handle sensitive information with integrity, and you communicate with clarity and confidence at all levels — including with VIP guests and senior diplomats. You are a U.S. Eligible Family Member (USEFM) currently based in Nairobi and able to obtain a Secret security clearance.
Who Should NOT Apply: This position is strictly limited to USEFMs only. Kenyan nationals, third-country nationals, and non-USEFM applicants are not eligible for this role. Additionally, candidates without at least two years of relevant administrative experience or those unable to meet the Secret clearance requirement should not apply.
Interested and eligible USEFMs should apply through the U.S. Embassy Nairobi's official recruitment portal. Ensure your application includes an updated CV, a cover letter outlining your relevant administrative experience, and any supporting documentation confirming your USEFM status. Applications must be submitted before the deadline of 31 December 2026. Only shortlisted candidates will be contacted. Do not pay any fees — recruitment at the U.S. Embassy is free of charge at every stage.
Requirements Breakdown
Must Have
- U.S. Eligible Family Member (USEFM) status—this is a hard eligibility gate
- Minimum 2 years of professional administrative and clerical office experience
- Fluent English (Level IV: Speaking, Reading, Writing) for diplomatic communications
- Secret-level U.S. Government security clearance (or ability to obtain one)
- Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and Embassy platforms (MyData, MyServices)
Nice to Have
- Prior experience in diplomatic, government, or international organization settings
- Familiarity with classified document handling and security protocols
- Experience managing multiple stakeholders and shifting priorities simultaneously
- Knowledge of East African political and cultural context
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Salary Context
Competitive mid-range salary for administrative roles in Nairobi's diplomatic sector.
The posted range of KES 80,000–150,000/mo reflects variation based on experience, USEFM seniority, and deployment history. Diplomatic administrative roles in Nairobi typically pay 15–25% above standard commercial admin salaries due to security clearance requirements and diplomatic sensitivity.
About U.S. Embassy to Kenya
The U.S. Embassy to Kenya is the primary diplomatic mission representing American interests in East Africa, serving since 1964 with significant influence on regional security, trade, and development initiatives. As one of the largest and most strategically important U.S. missions on the continent, the Embassy employs hundreds of staff across political, economic, consular, and administrative sections. Working here offers exposure to high-level diplomacy, international policy implementation, and a professional environment that values discretion, cultural awareness, and operational excellence.
Likely Interview Questions
- 1
Can you describe a time when you managed multiple competing priorities from different supervisors with short notice? How did you prioritize and communicate your workload?
- 2
Diplomatic correspondence requires accuracy and discretion. Walk us through your process for drafting a sensitive memo or letter—what steps do you take to ensure it meets professional and security standards?
- 3
This role rotates across different Embassy sections. How do you approach building rapport and understanding the needs of new teams when deployed to unfamiliar areas?
- 4
Tell us about your experience with confidentiality and handling sensitive information. Have you worked in an environment requiring security clearances or restricted access?
- 5
Why are you interested in working for the U.S. Embassy specifically, and what do you understand about the role of diplomatic administrative support?
Application Tips
Emphasize any prior government, diplomatic, international organization, or NGO experience—these environments value discretion and security awareness.
Highlight specific examples of managing classified or sensitive communications, scheduling VIPs, or coordinating across multiple departments simultaneously.
Demonstrate fluency in English clearly; provide evidence of professional writing samples (reports, correspondence) if possible, and detail your Microsoft Office proficiency with concrete examples (e.g., 'Created briefing books with 50+ pages of formatted materials in PowerPoint for senior leadership').
Address your USEFM eligibility directly and note any existing or previous security clearance history—this signals reduced onboarding friction.
Show cultural competence and interest in East Africa / Kenya specifically; mention any understanding of diplomatic protocol or international relations.
Career Path
Roles that lead here
Where this leads
Skills & Keywords
Honest Assessment
Green Flags
- Sponsored by a highly reputable, stable employer (U.S. Embassy) with strong institutional backing and job security.
- Clear security clearance pathway and professional development in a prestigious international environment; experience opens doors to other U.S. Government roles.
- Competitive salary range (KES 80,000–150,000/mo) is above typical local administrative averages and likely includes benefits (healthcare, pension, leave) typical of diplomatic missions.
- Detailed job description with specific responsibilities and required tools (MyData, MyServices) signals organizational clarity and professional standards.
Watch Out
- Role is restricted to USEFMs only—this excludes the broader Kenyan job market and applicants without that specific eligibility, which may limit the candidate pool.
- Job description cuts off mid-sentence ('Demonstrate broad knowledge of Embassy operati...'), suggesting incomplete or hastily prepared posting—verify all expectations with the recruiter.
- Emphasis on 'short-notice deployments' and 'flexible' rotation across sections may indicate irregular hours, unpredictable scheduling, or lack of stable team assignment; clarify expectations for work-life balance.
A Day in the Life
Monday morning, you arrive at the Embassy compound and check your deployment assignment for the week—you're covering the Political Section. By 10 AM, you've screened incoming calls, taken messages for the Political Counselor, and begun drafting a memo summarizing weekend news for the morning brief. Wednesday, you shift to the Economic Section to help prepare talking points for a trade negotiation meeting; you format spreadsheets in Excel and compile reference documents into a branded PowerPoint briefing book. Thursday brings a VIP visitor from Washington—you coordinate with security, escort the delegation through the compound, and take detailed meeting minutes. Friday, you return to the Political Section to file classified documents, update the shared calendar for next week's appointments, and help the section chief prepare a weekly report cable. Throughout the week, you juggle confidentiality, accuracy, and the flexibility to pivot as priorities shift across the Embassy's many moving parts.
Frequently Asked Questions
What qualifications do I need to be a Roving Secretary at U.S. Embassy to Kenya?
You must be a U.S. Eligible Family Member (USEFM), have at least 2 years of professional administrative experience, be fluent in English (Level IV), proficient in Microsoft Office, and be able to obtain a Secret-level U.S. Government security clearance.
Is the Roving Secretary role at U.S. Embassy to Kenya on-site or remote?
This is a full-time, on-site role based in Nairobi. You will be deployed physically across different Embassy sections as needed, so remote work is not an option.
How much does a Roving Secretary earn at U.S. Embassy to Kenya?
The salary range is KES 80,000–150,000 per month, depending on experience and qualifications. This is typically higher than standard Nairobi administrative roles due to the diplomatic environment and security clearance requirements.
What are the career growth opportunities for this role?
You can advance to senior administrative positions within the Embassy (e.g., Senior Administrative Officer, Supervisory roles), specialize within a specific Embassy section, or leverage the diplomatic experience and security clearance to transition into other U.S. Government agencies or international organizations.
Do I need prior diplomatic or government experience to apply?
No, prior government or diplomatic experience is not required—only 2 years of professional office experience. However, background in security-conscious environments (government, NGO, international organizations) is valued and may strengthen your candidacy.
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