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JOB OPPORTUNITY – ASSISTANT SECRETARY

The Embassy of Maldives in China

Notice for Job Opening

 

Job Title: Assistant Secretary / Receptionist

Notice Number: 2017-01

Date of Opening: 04 September 2017

Date of Closing: 11 September 2017

 

 

The Embassy of Maldives in China is seeking an individual for the position of Assistant Secretary / Receptionist in the Embassy.  The successful applicant must be able to begin work no later than 20 September 2017.  The position is for a fixed term of one year with scope for extension at the end of each year based on annual review.

Basic functions of the post

The incumbent of the position acts as personal assistant to the Ambassador and provides secretarial/administrative support to the Ambassador as per the below position description.

-           Attend to incoming calls, documents, mail, emails and faxes

-           Attend to the invitations received to the Embassy addressed to Ambassador and other diplomats.

-           Arrange and maintain record of Ambassador’s meetings, functions and events and provide regular calendar updates to the Ambassador.

-           Assist in organizing logistics for incoming visits of delegations from Maldives

-           Prepare all documents related to Chinese Customs related matters.

-           Prepare the diplomatic mail packet and Embassy staff to dispatch documents.

-           Make airline reservations and hotel bookings when required.

-           Place orders for stationery / provisions for Office.

-           Prepare weekly report of the Mission

-           Responsible to translate documents received in Chinese language into English language.

-           Interpretation during meetings when required.

-           Setting-up meeting rooms for internal meetings of the Ambassador including the arrangements for tea/water etc.

-           Responsible for registration, accreditation and notification.

-           Assist in logistical and coordination work to support all Departments of the Embassy.

-           In addition to the above attend / assist duties and responsibilities assigned by the Head of Mission.

 

Qualifications required

All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

1.  Two years of full-time college -level study in administrative/secretarial coursework, business management. English or a certificate of completion in administrative/secretarial studies from an accredited vocational school.

2.  One year of administrative/secretarial experience

3.  Fluency in Speaking/Reading/Writing English and Chinese are required.  This will be tested.

4. Must be able to understand Maldivian and Chinese protocols for common professional requirements; must have good judgment and tact in dealing with the public.

5. Excellent user knowledge of Microsoft applications (Word, Excel, and Outlook).

6. Experience in the use of Chinese social media platforms is essential

7. Ability to handle a large volume of work quickly and accurately under time constraints and pressure

8. Ability to work beyond normal working hours

 

Skills

  • Capacity to work with a minimum of supervision; and to work effectively with people of different national and cultural backgrounds;
  • Ability to deal patiently and tactfully with staff members and others, to have and a high sense of confidentiality, accountability, initiative and good judgment;
  • Courtesy, tact and ability to work effectively with people of different national and cultural backgrounds
  • Excellent communications skills, including good draft correspondence in both English and Chinese

Language

  • Excellent command of English and Chinese is required.

 

Selection Process

The successful applicant will be selected after two rounds of assessment and evaluation.

Round 1: All applicants will be assessed and applicants fulfilling all application criteria will be invited for written test.

Round 2: Top performing applicants from the written test will be invited to the interview.

Final selection will be based on the written evaluation and interview.

To apply

Interested applicants for this position must submit in writing a copy of the Embassy of Maldives Job Application Form with all relevant and supporting documents to Shaaz@maldivesembassy.cn.  This form is available with this notice of employment.

Documents to be submitted

  1. National ID Card copy
  2. School / College / University certificates (copy)
  3. References if any

Job Application form

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