INTERNATIONAL RECRUITMENT Dresden, Germany VACANCY ANNOUNCEMENT ASSOCIATE EXECUTIVE OFFICER (P-2) Organizational Unit : United Nations University - International Institute for Integrated Management of Material Fluxes and of Resources (UNU-FLORES) Reference Number : 2014/UNU/FLORES/FTA/AEO/65 Applications to : By Post: Director, United Nations University – International Institute for Integrated Management of Material Fluxes and of Resources (UNUFLORES) 13th Floor, World Trade Centre, Dresden, 01067 GERMANY By E-mail: [email protected] Closing Date : 21 November 2014 United Nations University Objectives: The United Nations University (UNU) is an international community of scholars, engaged in research, postgraduate teaching and 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 more information please visit http://unu.edu. United Nations University - Institute for Integrated Management of Material Fluxes and of Resources (UNU-FLORES): The mission of UNU-FLORES is to contribute to the development of integrated and sustainable management strategies for the use of water, soil and waste resources in particular in developing and emerging countries in scientific, educational, managerial, technological and institutional terms. Potential issues of focus include: urban water management, nutrient cycles and budgets, methods for reclamation and rehabilitation of degraded sites, site-specific river-basin scale water management; interaction of land use management and water inventory under differing climate conditions, efficient site-adapted waste management strategies, among others. The Institute develops innovative concepts for target- and regionspecific knowledge transfer as well as appropriate methodologies and approaches for postgraduate and professional education. The Institute is located in Dresden, Germany. Page 1 of 4 In 2014, UNU-FLORES will continue its mission and support the policy relevant research and capacity development. The institute has launched a joint Doctoral programme (PhD) together with Dresden University of Technology (TUD). The institute is also planning to open an Operating Unit in Maputo, Mozambique which will serve as a regional hub for the institute to fulfill its mission. For more information please visit http://flores.unu.edu. Responsibilities: Under direct supervision of the Director of UNU-FLORES, and in close collaboration with Heads of Units (Administration and Programme) and project partners as needed, the Associate Executive Officer provides direct support to the Director in a wide range of management tasks. The incumbent builds and maintains strong internal and external communications and relations for the overall effectiveness of the management of the institute and will carry out the following tasks: 1. Manages the Office of the Director (OD) ensuring smooth and efficient operations, focusing on achieving the following results:  Support the Director in full scope of management issues of OD;  Monitor the planning of the daily and long-term calendar for the Director, maintaining particularly close oversight of travel commitments and speaking engagements; Coordinate the timely preparation of and effective follow-up on the Director’s official missions and external/internal engagements;  Track priority tasks of the Director, coordinate and/or research programme and policy issues to facilitate decision-making processes;  Support the Director on the broad institutional and general programme development initiatives of the institute;  Support the Director in the development, monitoring and implementation of strategic plans;  Facilitate the maintenance and development of relationships with key partners including the preparation of Memoranda of Understanding (MoU), cooperation agreements, fundraising proposals as well as other legal documents;  Act as the final clearance point for materials including substantive correspondence, statements, speeches and any other documents to be reviewed and signed by the Director;  Coordinate and facilitate the annual work planning of the institute and ensure stock-taking and adjustments, as required, in regular intervals;  Manage all aspects of the OD projects budget; coordinate activities related to budget and funding (programme/project preparation and submissions, progress reports, financial statements) and prepare related documents/reports (work programme, programme budget); draft, revise and finalize programme, project and budget performance reports and resources planning (financial, human resource and procurement) with the Finance and Administrative Officer, where appropriate;  Plan, co-ordinate, and prepare major institutionally focused meetings and international events including the preparation of reports for the annual Advisory Committee Meeting, the bi-annual CONDIR meetings, the UNU Council session, etc.; Prepares various written outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, etc.;  Participate in the planning, development, implementation and evaluation of programme and projects, through monitoring and analysis, review of documents and reports, identification of problems and issues to be addressed and proposal and tracking of follow-up actions;  Assist in policy development, including the review and analysis of issues and trends, preparation of evaluations or other research activities and studies;  Researches, analyzes and presents information gathered from diverse sources;  Supervise personnel in the Office of the Director;  Performs other duties as required. Page 2 of 4 2. Coordinates effective internal/external communications and public relations tasks for the OD at all levels, focusing on achieving the following results:  Organize Senior Management meetings and act as Secretary, ensuring timely organization, agenda setting, effective facilitation and comprehensive follow-up;  Ensure internal knowledge sharing and management including information sharing with all staff and units on issues of relevance for the effective management of the institute and development of respective knowledge management tools; Ensure the information accuracy in the intranet;  Identify and monitor legal issues for the institute and liaison with UNU-HQ;  Maintain effective working relations with UNU worldwide as well as with the UN Secretariat, UN agencies and other partners for smooth communication between UNU-FLORES and respective partners;  Oversee incoming and outgoing correspondence with UNU-HQ, UN Secretariat and other partners, including internal UNU-FLORES follow up and deadlines;  Liaise on effective external communication with partners and donors on behalf of the Director, with respect to missions, travel, engagements and participation in events;  Participate in specific partnership building activities on request of the Director;  Participate in external meetings and conferences where applicable and follow-up as required;  Coordinate activities of the management support team as tasked by the Director;  Carry out other tasks that may be assigned by the Director. Required Qualifications and Experience:            Advanced university degree (Masters or equivalent) in Social Sciences, Regional Studies, Business Administration, International Relations, Public Administration or other fields relevant to the functions of the post; First level university degree combined with extra two (2) years working experience in the field of executive office, administration or in a related area, preferably on an international level will be considered in lieu as an advanced university degree; Minimum two (2) years of progressively relevant professional work experience; of which preferably one (1) year at the international level; Ability to communicate clearly and efficiently with high level stakeholders; Prior experience managing and coordinating multi stakeholder projects is desirable; Proven skills to work in teams and generate innovative, practical solutions to challenging situations; Strong proficiency in Microsoft Office applications; Outstanding presentation, writing, and reporting skills; Strong planning and organization skills, ability to work independently, take initiatives and prioritize work tasks; Flexibility and ability to work under pressure and complete tasks within given timeframes; Excellent communications skills with fluency in spoken and written English and German; knowledge of another United Nations official language would be an asset. Good team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Remuneration: Remuneration will be offered at the initial step at P-2 level of the United Nations salary scale for professional staff. The post carries the standard set of United Nations entitlements/benefits, including participation in the United Nations Joint Staff Pension Fund, the possibility of participation in a health insurance programme, education grant for eligible children, removal expenses and home leave. For more information about United Nations salary and entitlement/benefits please visit: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm. UNU Rector reserves the right to appoint suitable candidate at a lower level than advertised. Page 3 of 4 Duration of Contract: This is a full time employment. Initial appointment will be on fixed term appointment of two years with the possibility of renewal on a rolling fixed-term appointment basis, subject to requirements and satisfactory work performance. The mandatory age of retirement for United Nations staff is 65 years old. Staff members of the United Nations University are international civil servants subject to the authority of the Rector and may be assigned to any of the activities or offices of the United Nations University. Applications from suitably qualified women candidates and those from developing countries are particularly encouraged. Starting date: As soon as possible. Application Procedure: Interested applicants should submit their applications, preferably by email to [email protected] or mail before the application closing date, and must include the following:    A cover letter setting out how the qualifications and experience match the requirements of the position; A curriculum vitae with a completed and signed UNU Personal History (P.11) downloadable from United Nations University website at www.unu.edu/employment . Please avoid using similar forms provided by other United Nations organizations; A full contact information of three referees; and the application must also indicate the reference number of the vacancy announcement (2014/UNU/FLORES/FTA/AEO/65); Only short-listed candidates will be contacted. Unsuccessful applications will neither be acknowledged nor returned. Please note that applications received after the closing date will not be considered. Page 4 of 4