Our team and mission

The Protocol Office is part of the Director General's Cabinet and supports the Director General's engagement with ESA Member States, institutional partners, industry representatives, diplomatic missions and other high-level stakeholders. The office is responsible for coordinating protocol activities across ESA, ensuring consistency in the application of protocol rules and standards, and promoting best practices throughout the Agency.

Under the leadership of the Head of Protocol, the team manages the protocol aspects of official visits, high-level meetings and events at ESA Headquarters and ESA establishments. It also coordinates guest operations for major launch campaigns and mission milestone events, ensuring a professional experience for VIP guests and stakeholders while safeguarding ESA's institutional image and reputation.

The Protocol Office works closely with ESA Directorates and Establishments, Member States' delegations, diplomatic missions, launch service providers, communication teams and external partners to facilitate high-level interactions and represent ESA on protocol-related matters.

Candidates interested are encouraged to visit the ESA website: http://www.esa.int

Field(s) of activity for the internship

You will support the Head of Protocol in a broad range of activities related to protocol coordination, VIP relations, event management and guest operations. Depending on operational priorities, tasks may include:

• Protocol and VIP Relations
  • supporting the preparation of official visits by ministers, ambassadors, heads of agencies and other high-level stakeholders;
  • assisting in the preparation of briefing material, guest profiles and protocol documentation.
  • contributing to the maintenance of VIP and diplomatic contact databases.
  • supporting research on protocol practices, diplomatic etiquette and international protocol standards.

• Events and Guest Operations
  • assisting in the planning and execution of high-level ESA events, receptions, inaugurations and official ceremonies;
  • supporting guest registration and accreditation processes;
  • assisting with seating plans, order of precedence, flag arrangements and ceremonial aspects of events;
  • contributing to the coordination of VIP participation in ESA launch campaigns and mission milestone events;
  • supporting the coordination and management of protocol gifts for high-level guests, official visits and institutional events.
  Advertisement

• Coordination and Communication
  • liaising with ESA establishments, directorates and external partners on protocol-related matters;
  • supporting the coordination of invitations, guest correspondence and event logistics;
  • assisting in the preparation of protocol guidelines, presentations and internal communication material.

• Policy and Knowledge Management
  • contributing to the continuous development of the ESA Protocol and Guest Operations Handbook and related guidance material;
  • supporting the ESA-wide protocol network by gathering and sharing best practices;
  • assisting in the preparation of reports, statistics and lessons learned from events and launch campaigns.

Learning Opportunities: through this internship, you will gain practical experience in:

• international and institutional protocol;
• stakeholder and VIP relationship management;
• event and project coordination;
• guest operations for major international space events and launch campaigns;
• working within a multicultural and international environment at the European Space Agency.

This internship offers a unique opportunity to contribute to the preparation and delivery of high-visibility ESA activities involving senior government representatives, diplomats, industry leaders and international partners.

Behavioural competencies

Result Orientation
Operational Efficiency
Fostering Cooperation
Relationship Management
Continuous Improvement
Forward Thinking

For more information, please refer to ESA Core Behavioural Competencies guidebook

Education

You must be a university student, preferably in your final or second-to-last year of university course at Master's level. In addition, you must be able to prove that you will be enrolled at your university for the entire duration of the internship.

Additional requirements

The working languages of the Agency are English and French. A good knowledge of one of these is required. Knowledge of another ESA Member State language is an asset.

During the interview, your motivation for applying to this role will be explored.