Executive Associate

Dresden, , DE

Organisation Unit: UNU Institute for Integrated Management of Material Fluxes and of Resources

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 furtherance of 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.

UNU 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, and efficient site-adapted waste management strategies, among others. The Institute develops innovative concepts for target- and region-specific knowledge transfer as well as appropriate methodologies and approaches for postgraduate and professional education. The Institute is located in Dresden, Germany.

In 2016, 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).

For more information please visit http://flores.unu.edu.


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 Executive Associate 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. Coordinates the work of the Office of the Director (OD), focusing on achieving the following results:
  • Support the Director in full scope of management issues of OD.
  • Monitor the scheduling and 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, and coordinate and/or research programme and policy issues to facilitate decision-making processes.
  • Facilitate the maintenance and development of relationships with key partners including the preparation of memoranda of understanding (MoU), cooperation agreements, fundraising proposals, etc.
  • Coordinate and facilitate the annual work planning of the OD, and ensure stock-taking and adjustments, as required, at regular intervals.
  • 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.
  • Participate in the planning, development, implementation, and evaluation of programmes 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.
  • Research, analyse, and present information gathered from diverse sources.
  • Supervise personnel in the Office of the Director.
  • Perform supervisory functions as required.
  1. 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 organisation, 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.
  • Identify and monitor legal issues for the institute, and liaison with UNU-HQ.
  • 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 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.
  • Carry out other tasks that may be assigned by the Director.

Required qualifications and experience

Required qualifications and experience include:

  • First-level university degree in Business Administration, Natural/Social Sciences, or other fields relevant to the functions of the position.
  • Minimum three (3) years of progressively relevant professional work experience in the field of executive office, administration, or a related area with a minimum of two (2) years at the international level.
  • Ability to communicate clearly and efficiently with high-level stakeholders.
  • Prior experience managing and coordinating multistakeholder 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 organisation skills, ability to work independently, take initiatives, and prioritise work tasks.
  • Flexibility and ability to work under pressure and complete tasks within given time frames.
  • Excellent communication skills with fluency in spoken and written English. Working knowledge of German is a strong asset; knowledge of another United Nations official language would be advantageous.
  • 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 will commensurate with the qualifications and experience of the successful candidate.

Duration of contract

This is full-time employment (40 hours per week) on a one (1) year Personnel Service Agreement (PSA) contract with UNU-FLORES, with the possibility for renewal subject to fund availability and satisfactory work performance. The combined duration of appointment shall not exceed six (6) years.

The successful candidate will be employed under a local contract and will not hold international civil servant status nor be a “staff member” as defined in the United Nations Staff Rules and Regulations.

Starting date

As soon as possible.