Senior Executive Assistant (PSA-3)

United Nations University (UNU) The 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. For more information, please visit http://unu.edu . 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. More information about UNU-VIE can be found here: https://unu.edu/vie. .

Responsibilities

Under the authority of the Vice-Rector in Europe and Director of UNU-EHS and the direct supervision of the Head of the Executive Office & Special Assistant to the Vice-Rector and Director of UNU-EHS, the incumbent will be entrusted with the following tasks: 1. 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. 2. 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. 3. 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. 4. 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. 5. Perform other duties as assigned by supervisor Key Performance Indicators Timely and accurate coordination of calendars, appointments and official travel arrangements; Timely response to internal and external enquiries, including an appropriate choice of language to the respective audience; Accurate, clear and timely preparation of correspondence/written documents, such as letters, briefing notes, meeting minutes, ppt presentations and others; Effective assistance with logistical arrangements for meetings and institutional events; Timely updating, completeness and accuracy of institutional archives and the contact database, including records of key partners, key stakeholders and other relevant institutional contacts; 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. 1) Education and certification: Secondary education diploma OR First degree (Bachelor’s degree