View Vacancy - Visits and Events Officer (CHEG483)

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
UK Permanent Representative's Office
UKMIS (UK Mission to the United Nations)

The United Kingdom Mission to the United Nations in Geneva represents British interests in a range of international organisations dealing with human rights, economic, migration, health and disarmament issues in Geneva. We work to ensure that the UK’s views and opinions are taken on board by UN bodies and other member states.

We are seeking a motivated Visits and Events Officer who will be working in the Head of Mission’s (HoM) Outer Office, with the Personal Assistant to the HoM and the Personal Assistant to the Deputy Head of Mission (DHM).

The main responsibilities will consist of planning the events hosted by the Head of Mission and oversee the visits to Geneva by senior UK Government officials. The job holder will also be expected to provide administrative support to the Outer Office team and to the wider Mission.

The Visits and Events Officer will be line-managed by the HoM’s Personal Assistant.

Main Duties / Responsibilities

1. Events Planning

  • Organising official entertainment for the Head of Mission at the UK Residence or at external venues in Geneva;
  • Preparing guest lists and issuing invitations;
  • Liaising with the Residence Manager for events and visitors at the Residence;
  • In the context of events, liaising with the Head of Mission’s contacts directly;
  • Keeping the contacts database updated on a daily basis;
  • Keeping the Residence Forward Plan updated on a weekly basis;
  • Support at events, including welcoming guests and managing last minute changes.

2. Visits Planning

As Head of the Virtual Visits Team at the UK Mission in Geneva, the job holder will be responsible for identifying a visits officer for each high-level visit and advising colleagues on the procedures to follow (e.g: protocol, security, transport).

The job holder will need to lead on some visits himself/herself, for which the tasks include:

  • Coordinating accommodation, transport, accreditation and security arrangements;
  • Liaising with desk officers to schedule meetings for the visitor (booking meeting rooms as required);
  • Meeting the visitor and party on arrival at the airport;
  • Accompanying the visitor throughout their visit and providing general support, such as printing documents and planning meals;
  • Building relationships with key stakeholders.

3. Administrative Support

  • Providing general support to the Personal Assistant to the HoM and the Personal Assistant to the DHM, and providing cover in their absence;

  • Overseeing the distribution of emails from the UK Mission’s generic inbox;

  • Supporting staff across the UK Mission with the processes for note verbales and accreditation;

  • Maintaining the gifts and hospitality register up-to-date;

  • Ensuring that supplies of coffee/tea/biscuits for visitors are adequate.

  • Fluent spoken and written English (native speaker or equivalent);
  • Good level of spoken and written French;
  • Excellent interpersonal and communication skills;
  • A team player, able to work with contacts and colleagues at all levels;
  • Strong organisational skills and an ability to multi-task;
  • Excellent attention to detail;
  • Flexible and resilient under pressure, with a proven track record of delivering results to high standards, within tight deadlines;
  • Good IT skills (Microsoft Office: Excel, PowerPoint, Word);
  • Willingness to work in evenings, on weekends and public holidays as and when required.
  • Professional experience in an international environment;
  • Experience in Events and Visits planning.

 

26 November 2017
Administrative Officer (AO)
Fixed Term, Full-time, Flexible working
40
Europe, Eastern Europe & Central Asia
Switzerland
UK Mission to the Office of the United Nations, Geneva
International Organisation Delegation
1
CHF
3 January 2018
2 January 2020

This is a full-time two year fixed-term contract, for 5 working days (40 hours) per week, at A2 level.

The successful candidate will be subject to professional background check, security clearance and 6 months probation period.

Staff recruited locally by the UK Mission for the United Nations in Geneva are subject to Terms and Conditions of Service according to local Swiss employment law.

We kindly advise you to allow enough time to complete and submit your full application before the deadline.

Only applications submitted until 26th November 2017 at 23:55 (local time) will be considered.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.