Office Assistant / Receptionist (ADM)

JOB DETAILS Type of contract : Service Contract Level : SC3 Hiring Unit : Sector For Administration and Management (ADM) Duty Station : Brasilia Work location : On site Duration of contract : 12 months Hiring open to : External candidates Application deadline (Midnight UTC−3 Time) : 07/07/2026 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, ProfessionalismOVERVIEW OF THE FUNCTIONS OF THE POST Under the authority of the Director and Representative of UNESCO in Brazil (BRZ), the overall supervision ofthe Senior Finance and Administrative Officer and the direct supervision of the National Professional Officer,the incumbent provides general office support services to facilitate the smooth functioning of the unit. Theincumbent contributes to the effective and timely accomplishment of administrative/office transactions andactivities utilizing knowledge of office systems and procedures. Essential responsibilities include:MAIN TASKS AND SERVICES Receive/screen phone call and visitors, and respond to routine inquiries and information requests,including drafting routine written responses, or route to appropriate personnel for handling as required; Maintain calendar of appointments and schedules of meetings for BRZ Office; monitor changes andcommunicate relevant information to appropriate staff inside and outside the immediate work unit; Collect, sort, record and disseminate correspondence, reports and other material; Use standard word processing packages to produce a variety of routine correspondence, reports, tables,charts, graphs, etc., in accordance with UNESCO standards; Review, record, route and/or process mail or other documents; retrieve, gather and structure pertinentbackground material from various sources; track and monitor follow-up action as required; Maintain and update filing systems (both paper and electronic) and databases for work unit; Update and maintain large distribution lists; assemble documents, reports and other materials for globaldissemination, where possible using electronic formats; coordinate courier services; Perform basic data entry and extraction functions. Check accuracy of simple calculations, codings, data,etc. Initiate a low volume of transactions in automated systems and run reports; Create requisitions for purchase orders, contracts or letters of agreement from standard templates forlow value items; Support the vendor creation process using applicable systems and liaising with internal and externalstakeholders, as necessary. Any additional activities that may be required to ensure the success of the work team. COMPETENCIES - Core (C) & Managerial (M) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C) For detailed information, please consult the UNESCO Competency Framework.REQUIRED QUALIFICATIONS EDUCATION Completed secondary, technical or vocational school diploma. WORK EXPERIENCE Minimum three (3) years of experience in general administrative support tasks. Experience in the use of computerized telephone systems and customer relations. Experience in working in a multicultural environment. Long Description SKILLS AND COMPETENCIES Ability to relate to the public; warmth and friendliness; clear speaking skills. Discretion, confidentiality, courtesy and capacity to deal efficiently and tactfully with people ofdifferent cultural backgrounds. Cooperative behavior, patience and ability to contribute to team-building and to provide quality andtimely support and services. Good interpersonal communication skills including in drafting correspondence, accurate typing andattention to details. Good organizational skills. Flexibility to adjust work schedules and priorities. Pro-activeness and ability to work under pressure. Good IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.). LANGUAGES Working knowledge (oral an