Protocol, Official Hospitality and Logistics Assistant to the Secretary General

The Private Office of the Secretary General advises and supports the Secretary General in all matters relating to his office, ensuring that key policy and management priorities are implemented across the Secretariat. It co-ordinates internal activities, organises and follows up on the Secretary General’s official visits, meetings and events and provides support to senior management governance structures. Additionally, the Private Office plays a key role in preparing and implementing reform initiatives.

As Protocol, Official Hospitality, and Logistics Assistant to the Secretary General, you will be responsible for all official hospitality and reception tasks for the Private Office of the Secretary General, as well as contributing to the logistical and administrative management of the entire entity and its members. In particular, you will: 

• implement and co-ordinate official welcoming procedures for Heads of State and Government and other high-level dignitaries, in accordance with procedures defined by the Secretary General and in liaison with the Protocol team;
• implement and co-ordinate ceremonial procedures for the signing/ratification of Council of Europe treaties and for the presentation of Ambassadors’ credentials, in co-operation with Protocol and other relevant entities; 
• plan, organise and co-ordinate all practical and logistical aspects of events organised by the Private Office (meetings, visits, official receptions, working breakfasts/lunches, workshops, webinars, training courses, etc.), and support events held at the Secretary General’s official residence as needed; liaise and work with cross-functional teams and Permanent Representations to ensure optimal preparation and smooth running of these events; 
• co-ordinate the accompanying of dignitaries within the Private Office, in consultation with relevant departments and colleagues (notably Protocol and Directorate of General Services); welcoming, directing, supporting, and escorting visitors, high-level personalities, and anyone else accessing the Office;
• as a support to the relevant Advisor, co-ordinate the Secretary General’s cultural calendar; ensure high-quality relations with the City of Strasbourg and other local institutions regarding cultural invitations for the Secretary General, and liaise with other cultural partners, including Permanent Representations of member and observer states; 
• independently manage the Office’s logistics, including visibility materials (linked to official hospitality as needed), official gifts, official photos, maintenance and upkeep of premises, and oversee procurement procedures related to these tasks; keep the Register of gifts given to the Secretary General updated, in compliance with reporting rules and procedures set by the Ethics Office;
• follow the implementation of security requirements and ensure compliance with all specific safety rules and procedures in place within the Office; co-ordinate the effective implementation of enhanced protection measures in the Office; and, in co-operation with relevant entities, establish emergency intervention instructions for alerts or serious incidents; 
• act as the IT Correspondent and Archives Correspondent for the Private Office; independently manage all its archives. 

You will be in daily direct contact with the Secretary General and must demonstrate strong adaptability to operate effectively in a dynamic and demanding environment, including flexible working hours. You will be expected to analyse situations quickly, show excellent contextual judgment, and proactively anticipate needs. Particular attention will be paid to your ability to handle unforeseen circumstances, maintain a professional attitude at all times, and consistently provide appropriate and discreet support, respecting confidentiality as required. 

The person in this role may be required to wear a uniform. This role is not compatible with telework.

You must:

• have demonstrated extensive experience in an administrative, protocol, or event management environment dealing with high-level dignitaries, preferably within an international, governmental, or similar institution;
• have an excellent command of one of the Organisation’s two official languages (English or French).

You must also:

• be a citizen of one of the member states of the Council of Europe and fulfil the conditions for appointment to the civil service of that state;
• have discharged any obligation concerning national service (military, civil or comparable);
• not be the parent, child, stepchild or grandchild of a serving staff member of the Council of Europe;
• be under the age of 65 years.

Your application must demonstrate to what extent you have the competencies listed below. To help you do so, feel free to consult our .

• Operational - Planning and work organisation
• Operational - Analysis and problem solving
• Operational - Concern for quality
• Interpersonal - Service orientation
• Interpersonal - Relationship building

• Professional and technical expertise:
  • experience co-ordinating with high-level interlocutors, including government members, international organisations, and external stakeholders;
  • proven ability to handle sensitive and confidential information with discretion and integrity;
  • proven experience in managing multiple priorities;
  • proven experience in anticipating needs and proactively resolving problems in a demanding work environment;
  • proficiency with standard IT tools, particularly office suite applications (Microsoft Office or equivalent).

This job vacancy is for an international external recruitment. You can consult the conditions of employment (salaries, allowances, pension scheme, social insurance, etc.) on the webpage .

For more information on how we recruit, you can consult the page . This recruitment is carried out in accordance with Article 490 of the Council of Europe Staff Rules. The deadline for applications is indicated in the General information section of this vacancy notice (see above) and is fixed at 23:59:59 (CET/CEST). When applying, make sure your motivation shows how your competencies make your profile the best for the role.

As an equal opportunity employer, the Council of Europe welcomes applications from all suitably qualified people, irrespective of sex, gender, sexual orientation, ethnic or social origin, disability, religion or belief. Under its equal opportunity policy, the Council of Europe is aiming to achieve gender parity in staff employed in each category and grade. At the time of appointment, preference between suitable people shall be given to the person of the gender which is under-represented in the relevant grades within the category to which the vacancy belongs.

Applicants with specific needs are encouraged to request reasonable accommodations at any stage during the recruitment process. Please contact us at , we will ensure that your request is handled.

The information published on the CoE’s careers website regarding working conditions is correct at the time of publication of the vacancy notice. Any changes to these conditions during the recruitment process will be updated on our Portal and will apply at the time of the job offer. Our career's website is not intended to be exhaustive and may not address all questions you would have. Should you have remaining questions, please contact us at .