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?

Advantages

- Full time position (40hrs/week)
- Beautiful offices downtown Montreal
- Collaboration with internation teams from all over the world
- Market-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

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

📌 Human Resources Advisor (Montreal)
🏢 Dawson College
📍 Montreal