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, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority of the Director and Representative of UNESCO in Brazil (BRZ), the overall supervision of
the 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. The
incumbent contributes to the effective and timely accomplishment of administrative/office transactions and
activities 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 and communicate 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 pertinent background 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 global dissemination, 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 for low value items;
• Support the vendor creation process using applicable systems and liaising with internal and external stakeholders, 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 of different cultural backgrounds.
• Cooperative behavior, patience and ability to contribute to team-building and to provide quality and timely support and services.
• Good interpersonal communication skills including in drafting correspondence, accurate typing and attention 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 and written) of English and/or French.
• Full proficiency in Portuguese.

DESIRABLE QUALIFICATIONS

EDUCATION

University degree, specialized training, courses or certification in administration, secretarial functions
or related fields.

WORK EXPERIENCE

• Experience in the field of secretariat and administration in an international environment.
• Experience in international organizations or within the United Nations System.

Long Description

SKILLS AND COMPETENCIES

• General knowledge of the organization’s programmes, activities and protocols.
• Knowledge of website content management systems/ERPs (Enterprise Resource Planning).

LANGUAGES

Working knowledge of Spanish will be an asset.

CONDITIONS OF EMPLOYMENT

This assignment is of full-time nature (Monday to Thursday: 8h30 to 12h30 / 14h to 18h; Friday: 8h30 to 14h). For this position, the monthly remuneration, which will be paid in local currency, will be BRL 7.738,01.

The initial contract is intended until the end of 2026 and shall be linked to a project-funding source, which is expected to be renewed. Any contract renewal shall be dependent upon budgetary availability and satisfactory services. Further information regarding contractual modality as well as the applicable benefits package will be provided for short-listed candidates only.

Long Description

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted.

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course.

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.