Office Assistant / Receptionist (2 positions)
JOB DETAIL
OVERVIEW
Parent Sector : Field Office
Duty Station: Brasilia
Job Family: Administration
Type of contract : Non Staff (Service Contract)
Level : G-3
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 13-OCT-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in Brazil may apply to this position
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:
Long Description
- 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 / Managerial)
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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.
LANGUAGES
- Working knowledge (oral and written) of English and/or French.
- Full proficiency in Portuguese.
SKILLS / 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.).
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.
SKILLS / 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 5.012,13.
The initial contract is intended for 1 year 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.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members 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. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals 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. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
