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.

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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 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.

4) 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

The duration of the initial contract is 1 year. This is Personnel Service Agreement (PSA) contract with UNU, with the possibility for renewal subject to requirements and satisfactory work performance. The combined duration on a PSA contract with UNU may not exceed 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.

Starting date: As soon as possible

How to Apply

To apply to UNU, you will not need an account. Instead, we ask that you:

• Fill out the UNU P11 Form (please avoid using similar forms provided by other United Nations organisations);

• Provide a motivation statement (in the P11 form);

• Provide a CV (max. 2 pages);

• Provide a cover letter (max. 1 page) setting out how the qualifications and experience match the requirements of the position;

• Answer a few questions that are tailored to the position; and

• apply via the apply link;

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline: 03 December 2026.

Submissions must be received by 23:59 CET on the deadline; late entries will not be accepted.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks, and references.

Special Notice

PSA holders are neither “staff members” under the Staff Regulations and Rules of the United Nations nor “officials” for the purpose of the Convention on the Privileges and Immunities of the United Nations (1946). They are subject to the Rector's authority and may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised. UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply. UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. If you have supervisory function, you need to have awareness on gender related issues.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

Scam Warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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