Administrative officer

Location: Montreal

Are you looking for a unique opportunity where your diplomatic flair and rigorous administrative skills can make a real difference on the international stage?

This stimulating position offers the ideal chance to play a key role in the day-to-day management of a prestigious diplomatic mission.

As a Senior Administrative Officer, you will coordinate office operations and manage accounting and procurement, while providing high-level logistical support for official travel, receptions, and visits by dignitaries.

To thrive in this strategic role based in downtown Montreal, you must hold a university degree and possess at least five years of relevant administrative experience within an international organization, government agency, or large corporation. Perfect bilingualism in French and English (spoken and written) is essential for successfully handling writing, translation, and diplomatic liaison duties.

Are you ready to take your administrative career to new heights at the heart of international diplomacy? Don't wait to showcase your expertise—submit your application today and take on this exceptional challenge!

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, including compilation of guest lists for receptions, issuance of invitations, liaising with caterers, venues and other suppliers, arrangement of appointments with counterparts, providing refreshments for guests and ensuring required supplies and equipment are on hand and in good working order.

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, in accordance with defined financial procedures;

• Ensure Mission Office premises are properly maintained and provide an environment conducive to the work of the Mission, including overseeing service providers (i.e. cleaning, maintenance, repairs, etc.).

• In consultation with the Singapore Representative, analyse office space requirements and manage renovation projects from start to finish (i.e. planning, liaising with designers, contractors and/or furniture suppliers, calling for quotes/tenders, ensuring that budgets and time lines are adhered to and processing invoices for payment by Singapore HQ.)

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…