Executive Assistant (PSA-2)

United Nations University
  • Location
    Bonn, Germany
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Nov 02

Position description

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu.

The United Nations University Vice-Rectorate in Europe (UNU-ViE), established in 2007, is one of two Vice-Rectorates and the only one located outside Japan. UNU-ViE seeks to strengthen the presence of UNU in Europe and supports the worldwide institutional development of UNU by facilitating collaboration across UNU and the UN, and sharing knowledge and expertise through the development of joint activities and projects. In addition to its core mandate, it administers the central units providing service to both UNU-ViE and UNU-EHS. For more information, please visit: http://vie.unu.edu/.

Responsibilities

Under the authority of the Vice-Rector in Europe/Director of UNU-EHS and the direct supervision of the Special Assistant to the Vice-Rector and Director of UNU-EHS, the appointee will be entrusted with the following tasks:

1. Ensure proper management of appointments and missions for, the Vice-Rector/Director of UNU-EHS, and Deputy Director if required, focusing on the following:

  • Managing the agenda of the Vice-Rector/Director, and Deputy Director wherever requested, and scheduling internal and external appointments;
  • Welcoming and looking after visitors of the Vice-Rector/Director; in this regard liaising with UN Security;
  • Coordinating and arranging travel and accommodation based on UN Rules.

2. Supports internal and external communications, focusing on the following:

  • Liaising as a communication channel with different constituents of UNU and other UN agencies in Bonn and on an international scale;
  • Providing assistance by screening telephone calls/enquiries/requests and routing them when appropriate;
  • Monitoring the institutional functional email addresses, responding to enquiries and forwarding as appropriate;
  • Preparing correspondence/reports/meeting minutes in English/German and other UN languages;
  • Preparing presentations, handouts, and statistics.

3. Provides logistical support in relation to key institutional events, focusing on the following:

  • Assisting in the organisation of major academic and administrative events by overseeing hotel bookings, hospitality requests, and travel to/from Bonn;
  • Supporting the identification of possible venues on-campus and off for the respective events;
  • Managing UNU Bonn’s conference/meeting rooms and attending to participant requests.

4. Provides support with general office administration, focusing on the following:

  • Maintaining institutional archives and filing systems;
  • Updating and maintaining an overview of all institutional contacts;
  • Procuring supplies for the Vice-Rector/Director;
  • Assisting with the identification of, and contact to, possible vendors for Executive Office events inter alia.

5. Perform other duties as assigned by supervisor

Key performance indicators

  • Timely organisation of appointments and missions, including number of missions/appointments supported;
  • Timely response to internal and external enquiries, including an appropriate choice of language to the respective audience;
  • Timely and quality delivery of correspondence/written documents, including number of documents prepared;
  • Timely organisation of event logistics;
  • Quality, completeness and accuracy of institutional archives/contact database;
  • Timely procurement of supplies and vendors.

Competencies

Values:

  • Inclusion — take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
  • Integrity — act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
  • Humility — demonstrate self-awareness and willingness to learn from others
  • Humanity — act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet

Behaviours:

  • Connect and collaborate — build positive relationships with others to advance the work of the United Nations and work coherently as One UN
  • Analyse and plan — seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
  • Deliver results with positive impact — hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
  • Learn and develop — pursue own learning and development and contribute to the learning and development of others
  • Adapt and innovate — demonstrate flexibility, agility and the ability to think and act in novel ways

Qualifications

Education and certification

  • A secondary education diploma OR First degree (Bachelor’s degree or equivalent) in a relevant field, e.g. International Management/Business Assistant, Business Communication, International Relations, European Secretarial Studies, or Office Management.

Experience

  • Secondary education diploma with three (3) years OR Bachelor’s degree with two (2) years’ experience of office/secretarial/administrative support in an international/multi-ethnic working environment is required;
  • Experience in event management is desired;
  • Experience of drafting written documents (e.g. presentations, briefings, meeting minutes) is required;
  • Very good knowledge of Microsoft tools (Word, Excel, PowerPoint, Access) is required;
  • Knowledge of contact databases/knowledge management systems is an asset;
  • Other desirable skills: strong ability to establish priorities, work within tight timelines and multi-task; excellent organisational skills; strong interpersonal skills; resilience.

Language Requirements

  • Fluency in English and German, both oral and written, is required;
  • Knowledge of another UN official working language is an asset.

Remuneration

The successful candidate will be employed under a national PSA contract. UNU offers an attractive compensation package including an annual net salary, commensurate with the experience and qualifications of the candidate. Benefits include 30 days annual leave and a health insurance scheme.

UNU is not liable for any taxes that may be levied on the remuneration you receive under this contract. Payment of any such taxes remains the sole responsibility of PSA holders.

Duration of contract

This is a full-time employment on a twelve (12) months Personnel Service Agreement (PSA) contract with possibility for renewal subject to requirements and satisfactory work performance, with the combined duration of appointments not exceeding six (6) years. The mandatory age of retirement for PSA holders is 65 years.

This post is open to applicants from all countries and UNU will aid the successful applicant in securing a work visa for Germany, as necessary. It is, however, a locally recruited post and no relocation allowances apply. The duty station will be Bonn, Germany.

Application instructions

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