Administrative officer

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 for recovery of local taxes on purchases and services;
•Prepare and submit employee claims, including those relating to hospitality, petty cash, official long distance calls and transport.
•Custodian of Mission’s corporate gifts including keeping a log of ins and outs;
•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 his/her family members, as applicable, including flight and hotel reservations, procuring airline tickets as required; assist with visa applications; prepare and submit travel claims;
•Provide pre-meeting support including pre-registration for conferences/symposia and collection of badges as appropriate;
•Book accommodations and coordinate airport facilitation/transport services as applicable for visiting officers from Singapore HQ;
•Recommend and book restaurants for meals hosted by Mission officers and visitors from Singapore.

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, including on matters relating to Seconded Experts from Singapore;
•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, etc.;
•Liaise with External Relations (LEB), Le Protocole (Quebec) and Revenue Quebec as necessary.


Qualifications
Core Competencies

Professionalism: Strong organizational, communication, and administrative skills. Demonstrates the highest degree of diplomacy, tact, and discretion. Ability to perform a variety of high-level administrative functions; knowledge of diplomatic protocol and procedures. Analytical and evaluative skills to conduct independent research; identifies issues, formulates opinions, and makes recommendations. Shows professional pride, meets deadlines, and remains calm under pressure.

Communication: Speaks and writes clearly and effectively.

Teamwork: Works collaboratively with colleagues to achieve organizational goals.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priorities, manages time efficiently, foresees risks, and adjusts plans as necessary.

Client Orientation: Ability to interact with visiting high-level officials and government representatives. Establishes productive relationships by gaining their trust and respect.


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 (national or international) or a 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.

Asset: Prior experience working in international organizations or within the civil aviation field is an asset.


Languages
Fluency (read, written, spoken) in English and French.

Asset: Knowledge of another language (Arabic, Chinese, Spanish, or Russian).

Our Client operates across Canada, and globally/internationally in the United States and other countries. This company takes all reasonable means to limit the number of positions in Quebec that require knowledge of a language other than French, and only requires this where it is necessary and its existing bilingual employees are unable to fulfil these job duties. Based on an assessment conducted by our client, it has been determined that this position requires candidates to be fluent in English (oral and written). In particular, this position will require the employee to:

-communicate with English-speaking clients/partners/employees located outside Quebec on a regular basis
-work on client projects, products or deliverables that are required to be delivered to clients in English


Summary
Are you interested in this position?

Please apply for this position directly online or by emailing us anytime at dorine.sportouch@randstad.ca.

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'll be happy to help!
For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your CV!
All resumes received will be considered equally.

Only selected candidates will be contacted.


Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.