Senior Executive Assistant

United Nations University (UNU) is a global think tank and postgraduate teaching organization within the United Nations System. UNU engages in policy-relevant research, capacity development, and knowledge dissemination in furtherance of the purposes and principles of the United Nations. The work of UNU contributes to solving pressing global problems that are the concern of the United Nations and its Member States.

For the past five decades, UNU has been a source of impartial research on sustainability, human security, and economic development. With hundreds of researchers working at institutes in 12 countries, UNU's expertise spans the full breadth of the 17 Sustainable Development Goals, generating policy-relevant knowledge to effect positive global change. UNU collaborates closely with other UN entities and leading research institutions across the globe.

The United Nations University Vice-Rectorate in Europe (UNU-VIE), established in 2007 in Bonn, Germany, is one of two UNU Vice-Rectorates and the only one located in Europe. It supports the institutional development of UNU, facilitates collaboration across UNU and the UN, as well as fosters strategic partnerships - particularly with the Global South - and shares knowledge and expertise through the development of joint activities and projects. In addition, UNU-VIE conducts frontier research reinforcing existing UNU programming and supporting the implementation of key UN priorities.

Responsibilities

• Manage appointments and mission travel for the Vice-Rector/Director of UNU-EHS and Deputy Director, if required.

• Manage the calendar of the Vice-Rector/Director, and Deputy Director, as requested, including scheduling internal and external appointments.

• Welcome and assist visitors to the Office of the Vice-Rector/Director, liaising with UN Security.

• Coordinate official travel and accommodation arrangements in accordance with applicable UN and UNU rules and procedures.

• Support internal and external communications.

• Serve as a communication focal point for relevant UNU offices, UN agencies and external stakeholders in Bonn and internationally.

• Screen telephone calls/enquiries/requests and route them as appropriate.

• Monitor the institutional functional mailboxes, responding to enquiries and forwarding as appropriate.

• Prepare correspondence, reports and meeting minutes in English, German and other UN languages if required.

• Prepare presentations, handouts, and statistics as required.

• Support logistical arrangements for institutional meetings and events.

• Support the organization of major academic and administrative events including managing the booking of accommodation, hospitality, and travel to and from Bonn.

• Support the identification of possible venues on and off campus for the respective events.

• Manage the booking of UNU Bonn’s conference and meeting rooms and respond to participant requests.

• Provide support with general office administration.

• Maintain institutional archives and filing systems.

• Update and maintain an overview of all institutional contacts.

• Procure office supplies for the Office of the Vice-Rector/Director.

• Assist in identifying and liaising with potential vendors for Executive Office events, inter alia.

• Perform other duties as assigned by supervisor.

Qualifications

1) Education and certification:

• Secondary education diploma OR First degree (Bachelor’s degree or equivalent) in International Management/Business Assistant, Business Communication, International Relations, European Secretarial Studies, Office Management, or related field.

2) Required qualifications and experience:

• For candidates with a secondary education diploma, at least four (4) years of relevant experience in office, secretarial or administrative support is required. For candidates with a Bachelor’s degree or equivalent in a relevant field, at least three (3) years of relevant experience is required. Experience in an international or multi-ethnic working environment is required.

• Experience of drafting written documents (e.g. presentations, briefings, meeting minutes) is required.

• Proficiency in Microsoft applications including Word, Excel, PowerPoint, Access is required.

3) Desired qualifications and experience:

• Experience in event management.

• Knowledge of contact databases/knowledge management systems.

• Strong ability to establish priorities, work within tight timelines and multi-task; excellent organizational skills; strong interpersonal skills; resilience.

• Excellent written and verbal communication skills, with the ability to communicate effectively and professionally with internal and external stakeholders.