Sustainability Control and Protocol Associate

UNU , Germany

Skill Required:, Finance and AccountsProject ManagementStrategic Alliances
Preferred Experience: 
5 years
Closing Date for Applications: 
19th July, 2020

Job Description

Job Purpose:

The Sustainability Control and Protocol Associate will work in close collaboration with the Strategic Communications and Protocol Associate to support the Director of UNU-FLORES in the Executive Office. Your role will be to support the Director in all activities that will manage the intersection of sustainability and business. You will help to shape the management control for sustainability and help to develop frameworks and control systems to integrate sustainability into the Institute’s strategic plan.


Under the authority and direct supervision of the Director of UNU-FLORES, the successful candidate will be responsible for the following tasks:

Support for the Substantive Work of the Director:

  •  Support the Director in a research capacity;
  •  Prepare presentations, meeting related documentation and reports for the Director;
  •  Draft speeches and presentations in English and German language, including scientific content;
  •  Support the Executive Office perform research concerning the Director’s activities;
  •  Support with setting the Director’s strategic priorities, helping to identify where the Director should direct their focus and identify metrics for success. Regularly review and evaluate progress;

Support for the Executive Office:

  •  Take ownership for meeting preparation and follow up: schedule meetings, and review upcoming meetings, prepare and distribute required agendas, and provide the necessary documentation; independently follow-up on tasks from and for the Director.
  •  Strategically manage the schedule of the Director: establish and arrange internal, local, and external German-speaking appointments, closely coordinate the Director’s calendar by evaluating opportunities and determining priorities, greet and guide visitors, place outbound calls, and screen incoming calls and queries;
  •  Provide secretarial, administrative, and logistical assistance to the Director: minute taking, email box management, preparation of presentations, documentation and report, coordination of attendees, arrange meetings including meeting content
  •  Facilitate the timely flow of documents, communications, and messages within the Institute;
  •  Provide coordination and logistical support for high-level and German meetings of the Director, support the Executive Office where necessary;
  •  Support with the planning and execution of the Director’s travels;
  •  Compile and summarise background materials for use in the preparation of German reports, briefs, speeches;
  •  Maintain files, records and archives of all relevant correspondence, policies, management files, reports, and guidelines in the shared drive;
  •  Provide support to the Strategic Communications and Protocol Associate where required;

For professional operations, we expect:

  •  Proofread and edit German Language texts for accuracy, grammar, punctuation and style, and for adherence to established standard formats;
  •  Independently maintain, file, and archive policy documents, general management files, all correspondences, files of rules, regulations, administrative instructions, and standard procedures;
  •  Contribute to the streamlining of the Institute shared drive;
  •  Perform other tasks as assigned by the Director.

Required Qualifications and Experience:

  •  A Master’s degree in one or more of the following disciplines: Business, Administration, Management, or a related field. A first-level degree in combination with an additional two years of qualifying work experience may be accepted in lieu of a Master’s degree.
  •  A minimum of five years of progressively responsible experience in general office support, administration, or related areas;
  •  Strong planning and organisation skills, time management skills, with the ability to communicate clearly and efficiently;
  •  Demonstrates professional confidence and shows persistence when facing difficult problems or challenges;
  •  Ability to perform a broad range of administrative functions and can apply knowledge of a variety of UNU rules and regulations in work situations;
  •  Proficiency in both oral and written communication in English and German is essential;
  •  Must be proficient using Microsoft Office applications;
  •  Must be flexible with the ability to establish priorities and work within prescribed timelines;
  •  Must have the ability to work independently and report work activities in a timely and proactive manner;
  •  Must be a 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.

Desirable Qualifications and Experience:

  •  Experience working with senior managers would be highly desirable;
  •  Prior experience working within a University setting or with Professors would be highly desirable;
  •  Experience in protocol matters;
  •  A business/research background would be highly advantageous;
  •  Those returning to work are encouraged to apply;
  •  Knowledge of additional languages is desirable;
  •  Experience using additional office tools such as MailChimp would be an asset;


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