The US foreign service exam: A step-by-step guide

Want to become a U.S. diplomat? The good news is that just about any U.S. citizen is allowed to register for the foreign service exam. But that is only the beginning of a long and complicated ordeal that allows the State Department to carefully select prime candidates. Facing severe staffing shortfalls, the State Department is aggressively recruiting qualified candidates, making it quite possible that development professionals will find a position that matches their career ambitions. The fiscal 2009 Omnibus Appropriations Act requests a $464 million dollar increase in the State Department’s budget, aimed at hiring 500 new employees. Still, foreign service jobs are likely to remain highly competitive. In 2007, more than 17,000 people annually embarked on the application process, less than 3 percent of whom ended up with job offers. Here are some tips on how to prepare effectively to help boost your chances. Registration Registration for the written exam begins about 5-6 weeks before the test date. The test is offered throughout the U.S. and at some diplomatic missions abroad. Registration is free, but those who fail to show up without canceling 48 hours in advance are assessed a no-show fee. At this point, candidates are already required to state their chosen career tracks, so it’s definitely worthwhile to do some preliminary research. Spaces fill up fast, so register early! Written test The written test is a lot like those standardized tests U.S. students are subjected to in high school (after all, it’s administered by ACT, which specializes in college preparation materials). The test measures knowledge about U.S. history and politics, foreign policy, English expression, and basic math. There is, however, surprisingly little on international relations, according to one candidate’s account. Another test-taker suggested candidates familiarize themselves with the U.S. Constitution and its amendments, as well as U.S. bureaucracy apparatus. Given the breadth of subject matter the test covers, it can be a little tough to study for. To prepare, candidates should start with an official study guide, said Luis Arreaga, director of the State Department’s Office of Recruitment, Examination and Employment. One is available for free on the State Department’s Web site and another, longer one from ACT, costs $23. For a huge archive of past questions and helpful hints, it’s worth checking out two Yahoo groups: one for the multiple choice section and one for the essays. For those who have a lot of time to kill, the State Department has suggested a reading list. Personal statements After passing the exam, candidates are invited to submit a series of short essays, along with a structured resume and references. This step was added in 2007 as part of a series of changes designed to provide greater insight into the “total candidate.” “We want you to tell us aspects about your life experience that are related to the skills that are important to us,” Arreaga said. Some diplomats, most notably Richard Holbrooke, were concerned that this step may undermine the objectivity at the heart of the foreign service exam. But the chance to showcase international experience may work in a development professional’s favor. The personal statement is reviewed by a “qualifications evaluations panel,” a group of foreign service officers with at least 15 years experience each. Applicants are judged on 13 parameters, including judgment, composure and cultural adaptability. The Consul-at-Arms blog, written by an anonymous diplomat, features a humorous unofficial account on scoring criteria. Arreaga pointed out one trait that is “absolutely essential” - the ability to write clearly and concisely, with no grammatical errors. He suggested “The Elements of Style,” by William Strunk Jr. and E.B. White, as a good reference, and urged applicants to consider a writing course if written expression is not their strong suit. Languages Candidates who speak a foreign language are given the opportunity to gain extra points. To demonstrate their proficiency, an assessment is conducted over the phone with a native speaker. One diplomat warns that this exam can be tough: Don’t be surprised if you get a low score for a language that you considered yourself fluent in. But, there is no penalty for trying, so it’s worth a shot. Oral assessment Those who get high-enough scores on their personal statements are invited to come in for a three-part exercise. About 10 percent of the candidates who take the written exam make it this far. The assessments is held in Washington and a few other U.S. cities, and candidates are expected to pay their own transportation and lodging. Before attending the exercise, candidates may attend official preparation sessions. The exercise’s first component, a group assessment, involves working through a hypothetical situation with a group of fellow candidates. Candidates are given 30 minutes to absorb a large packet of information about a fictitious country, and are asked to decide how to allocate limited resources between competing needs. Each person presents their side for about six minutes, and the group is then given about 20 minutes to reach a consensus. One diplomat emphasized that in this section, the key is to find a creative solution, ideally one that incorporates several candidates’ perspectives. Some have suggested that confidence and leadership is essential to this exercise, but Arreaga stressed that the right way to act depends heavily on the group dynamic. Some groups may call for calmness while others may require a more forceful attitude to navigate. “You have to gauge how the others are playing it.” Arreaga said. He also emphasized the need to be authentic: “If you try to be something you’re not, it’s going to show.” Next comes yet another written exercise, this time under strict time constraints. With 90 minutes to sift through a stack of documents about another hypothetical country, candidates are asked to draft a memo to a supervisor about how to resolve a problem. According to Arreaga, while presentation still counts, sound judgment is key to this component. While it’s not technically required to know the inner workings of U.S. diplomacy, some have suggested reviewing the foreign affairs manual to get an idea of typical State Department procedures. Finally, candidates undergo a structured interview. This part of the selection process resembles a typical employment interview, except that it involves a three-person panel and follow-up questions are not encouraged from the interviewee. Get ready for the standard questions about your strengths and weaknesses, and be prepared to concisely describe why you want to join the foreign service. But there are also some questions involving hypothetical situations, which are designed to test how well you can think on your feet. According to Arreaga, a common pitfall at this stage is a simple one - nerves. “Don’t get nervous - then, your judgment gets clouded and you lose sight of who you are,” he advised. Candidates find out immediately after the interview whether or not they have passed the exam. But that doesn’t mean it’s time for candidates to pack their bags - clearing the assessment is no guarantee of getting a job. As vacancies open up, seats in the coveted A-100 orientation class are awarded on the basis of one’s score on the assessments. Even after medical and security clearances are attained, there is often a long waiting period, which leads some intrepid job seekers to start the process all over again in the hopes of getting a higher score. Although “there is no silver bullet” to preparing for the foreign service officer selection process, Arreaga suggested several resources for truly serious candidates, including on Yahoo and Facebook groups (search for “FSOT”) and two books: “Inside a U.S. Embassy,” edited by Shawn Dorman; and “Career Diplomacy” by Harry Kopp and Charles Gillespie. An entry on Wikikdot.com serves as a good all-around unofficial resource as well. 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