Administrative Officer

Advantages - Full time position ( 40hrs/week) - Beautiful offices downtown Montreal - Collaboration with internation teams from all over the world - Competitive salary Responsibilities Assists in the management of the Singapore Mission office, achieving results such as: • Serve as focal point for the Singapore Mission and facilitate/contribute to effective liaison between the Singapore Mission and members of National Delegations to International organizations and Singapore HQ; • Screen and/or respond to inquiries, both written and verbal, internal and external, which are directed to the Singapore Rep and Singapore Mission, and redirecting them where applicable; • Prepare/draft correspondence for Singapore Rep’s signature; • Compile documentation and reference material required for each session of the Council and its Standing Committees, so as to enable the Singapore Rep to contribute meaningfully to the Council and related meetings; • Develop and maintain electronic databases of reference documentation and correspondence; • Compile and prepare operating procedures and written administrative guidelines/procedures, correspondence standards, templates and working arrangements specific to the Singapore Mission; • Provide or coordinate English/French interpretation/translation to the Singapore Mission as well as Singapore HQ; • Manage the Singapore Mission appointment and meeting calendar and the use of Mission meeting rooms; • Coordinate and/or assist with administrative and physical arrangements for Singapore Mission events (i.e. meetings and receptions) both in and outside of the Mission office. Coordinates procurement for the Singapore Mission office, achieving results such as: • Conduct needs assessments, research, analyse and procure office supplies and equipment, including maintenance and insurance contracts; • Ensure Mission Office premises are properly maintained and provide an environment conducive to the work of the Mission; • In consultation with the Singapore Representative, analyse office space requirements and manage renovation projects from start to finish. Provides accounting support, achieving results such as: • Receive and process invoices related to the day-to-day operation of the office, for payment by Singapore HQ; • Manage Mission Imprest petty cash, including keeping a journal and preparing and submitting monthly reconciliation reports; • Prepare and submit claims for recovery of local taxes on purchases and services; • Prepare and submit employee claims, including hospitality, petty cash, and transport; • Custodian of Mission’s corporate gifts and assist with tracking of Fixed Assets and Mission inventory. Coordinates all facets of the Singapore Representative’s travel plans as well as assists visiting officers, achieving results such as: • Arrange travel for Singapore Representative and family members, including flight and hotel reservations, and visa applications; • Provide pre-meeting support including pre-registration for conferences and collection of badges; • Book accommodations and coordinate airport facilitation/transport services for visiting officers from Singapore HQ; • Recommend and book restaurants for meals hosted by Mission officers and visitors. Provides Human Resources support, achieving results such as: • Act as focal point on human-resources-related matters and maintain liaison with HR both at Singapore HQ and locally; • Advise Mission officers on diplomatic privileges and entitlements, including tax and duty-free privileges; • Assist with administrative requirements including applications for Diplomatic acceptance, medical insurance, driver’s licence, school attestations. Qualifications Core Competencies: - Professionalism: Strong organizational, communication, and administrative skills. Demonstrates diplomacy, tact, and discretion. - Communication: Speaks and writes clearly and effectively. - Teamwork: Works collaboratively with colleagues to achieve organizational goals. - Planning and Organizing: Develops clear goals, identifies priorities, and manages time efficiently. - Client Orientation: Ability to interact with visiting high-level officials and government representatives. Education: - First-level university degree (Bachelor’s degree or equivalent). - Asset: Successful completion of formal training in accounting, office administration, and/or standard office software. Professional Experience: - At least five (5) years of professional administrative experience in a government organization or large private enterprise. - Proficiency in standard office tools (particularly the MS Office suite). - Proven experience in applying financial and administrative principles and practices. - Demonstrated experience in implementing accounting procedures and maintaining accurate financial records. Languages: - Fluency (read, written, spoken) in English and French.