Visits & Events Intern (CHEG24.305) At UK Foreign and Commonwealth Office

The UK Mission to the United Nations (UN) & World Trade Organisation (WTO) in Geneva represents the interests and policies of the UK at the international organisations in Geneva. We work with the full spectrum of multilateral organisations/agencies in Geneva on issues including human rights, global health, trade & economic issues, humanitarian and more. This internship offers the opportunity to deliver a wide range of events for the Ambassador and wider Mission, as well as working as on official visits.

Events are a core part of our diplomatic tradecraft: we use them to build relationships and deliver on UK priorities. If successful, you will become an expert in diplomatic protocol. We also encourage our interns to come forward with creative ideas so that we can diversify the types of events we host. For example, last year for International Women’s Day our intern was involved in organising a Speed Mentoring Event for young women.

This internship is an unrivalled opportunity to be at the centre of a busy multilateral Mission and to learn from senior diplomats.

Roles and responsibilities:

Event management

You will work on everything from small dinners and lunches to large receptions and themed soft power events. You will assist in leading the organisation of our flagship event – the King’s Birthday Party in Geneva with attendance of up to 800 guests. Main tasks will include:

• Weekly events planning meetings with the Ambassador and Private Office.
• Database management.
• Preparing and managing guest lists.
• Booking and providing instructions to security officers.
• Creating and sending out invitations using events software and design tools such as Canva.
• Overseeing diplomatic protocol: seating plans, printing menu cards and name cards, meeting and greeting guests on site. Advising all staff on diplomatic protocol through meetings, presentations and written guidelines.
• Following up with and providing information to guests, other Geneva-based permanent missions and international organisations, internal policy leads and external providers through both written and spoken communication.
• Creating analytical data reports that contribute to the Mission objectives and help steer the Ambassador’s decision making.
• Negotiating contracts and preferential rates with hotels, making bookings with local restaurants. Updating venue and restaurant guidelines and advising policy leads on suitable venues.

Visit management

• Supporting with logistics to ensure programmes for Ministers and other senior officials run smoothly.
• Creating and sending the weekly visits & events agenda to all staff at the Mission.
• Assisting with the visits schedule for the Ambassador and Senior Leadership at the Mission.
• Overseeing diplomatic protocol and sharing visits guidelines with all staff.
• There may be the possibility of supporting the Trade and Economic team in preparations for the official visits during the WEF in Davos.