Administrative Support

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to promote peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. With a presence in over 190 countries, UNESCO aims to build peace in the minds of men and women through education, science, culture, and communication. The organization employs thousands of individuals worldwide, working collaboratively to achieve its goals and uphold its core values of commitment, integrity, respect for diversity, and professionalism.

Job Overview:
The position of Administrative Support is crucial for the effective functioning of the UNESCO office in Brasilia. The incumbent will work under the authority of the Director and Representative of UNESCO in Brazil, with direct supervision from the National Professional Officer. The role involves providing comprehensive office support services to ensure smooth operations within the unit. The incumbent will be responsible for a variety of administrative tasks that contribute to the timely and effective accomplishment of office transactions and activities. This includes managing communications, maintaining schedules, organizing documents, and ensuring that all administrative processes are executed efficiently. The position requires a proactive approach to problem-solving and the ability to work under pressure while maintaining a high level of professionalism and attention to detail.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include, but are not limited to: receiving and screening phone calls and visitors, responding to routine inquiries, and drafting written responses as necessary; maintaining the calendar of appointments and schedules for the BRZ Office, monitoring changes, and communicating relevant information to staff; collecting, sorting, recording, and disseminating correspondence and reports; utilizing standard word processing software to produce various documents in accordance with UNESCO standards; reviewing and processing mail and documents; maintaining and updating filing systems and databases; creating requisitions for purchase orders and contracts; supporting vendor creation processes; and performing any additional activities required to ensure the success of the work team. The incumbent must also track and monitor follow-up actions and ensure that all tasks are completed in a timely manner.

Required Qualifications:
Candidates must possess a completed secondary, technical, or vocational school diploma. Additionally, a minimum of three years of experience in general administrative support tasks is required. Experience with computerized telephone systems and customer relations is essential, as is experience working in a multicultural environment. Candidates should demonstrate strong interpersonal communication skills, discretion, and the ability to handle sensitive information with confidentiality. The ability to work cooperatively within a team and provide quality support is crucial, as is flexibility in adjusting work schedules and priorities.

Educational Background:
The educational background required for this position includes a completed secondary, technical, or vocational school diploma. While not mandatory, a university degree or specialized training in administration, secretarial functions, or related fields is considered desirable and may enhance a candidate's application.

Experience:
Candidates should have a minimum of three years of relevant experience in administrative support roles. Experience in secretariat and administration within an international environment, particularly in international organizations or the United Nations System, is highly valued. This experience should demonstrate the candidate's ability to manage administrative tasks effectively and work within diverse cultural contexts.

Languages:
Full proficiency in Portuguese is mandatory for this position, along with a working knowledge of English and/or French. Knowledge of Spanish is considered an asset and may enhance the candidate's qualifications.

Additional Notes:
This position is full-time, with working hours from Monday to Thursday (8:30 AM to 12:30 PM and 2:00 PM to 6:00 PM) and Friday (8:30 AM to 2:00 PM). The monthly remuneration for this role is BRL 7,738.01, paid in local currency. The initial contract duration is 12 months, with the possibility of renewal based on project funding availability and satisfactory performance. Candidates should be aware that the recruitment process may include pre-recorded video interviews, written assessments, and reference checks. UNESCO emphasizes the importance of securing high standards of efficiency and integrity in its personnel appointments and encourages individuals from minority and indigenous groups, as well as persons with disabilities, to apply. All applications will be treated confidentially, and UNESCO does not charge any fees during the hiring process.