Administrative Assistant

The Singapore Embassy in Ankara invites applications for the position of Administrative Assistant. This is a permanent position, with a probation period of 2 months. The confirmation of the contract will be decided by the Embassy based on performance.

Applicants should be able to start work on 31 May 2017.

Closing date for applications: 30 April 2017
Applications received after the closing date will not be considered. If we do not contact you within two weeks of the closing date, please assume that your application has not been successful on this occasion.

Working Hours: Monday – Friday, 8.30 am – 5.00 pm

Main duties and responsibilities

Overview

Assist the Embassy in the maintenance of the Chancery, all public relations related duties, and select administrative matters

Maintenance of the Chancery

·         Report to the Embassy’s Admin Secretary on any problems related to maintenance

·         Maintain updated records of maintenance carried out at the Chancery

·         Ensure maintenance contracts are renewed timely

·         Ensure maintenance is carried out according to the schedule

·         Supervise the daily cleaning of the office and ensure that the office is clean and well maintained at all times

Public Relations

·         Ensure visitors are served drinks

·         Keep proper records of publicity materials in the cupboards in the visitors rooms and hand-out relevant materials to the public as and when necessary

·         Make appointments for Home Based Staff (HBS)

·         Plan the Embassy’s internal events

·         Plan official functions hosted by the Embassy

·         Assist in the organization of official visits by VIPs from Singapore

Other administrative duties                                

·         Maintain and order office supplies

·         Collect and distribute mail

·         Make photocopies, send and receive faxes

·         Communicate with external vendors for information required by HBS

·         Cover the duties of the Consular Assistant in his/her absence

·         Any other duties as delegated by any HBS

Good communications skills, written and oral
Good knowledge of Microsoft Office applications
Good organisational and analytical skills
Able to liaise with vendors and extract appropriate solutions
Able to work independently with limited supervision and take initiative to improve work processes
Ability to work efficiently and accurately, under stress and within tight timeframes
Able to multitask while working meticulously
Able to work as a team, adapt to different work environments and respond effectively to challenges
Applicant should have the right to live and work in Turkey

Selection process
This is a two part selection process where shortlisted candidates are required to take a written skills test to assess your English language ability and complete a series of sample course work an Administrative Assistant typically handles to assess your suitability for the job.

Further shortlisted candidates will be notified within 1 week of the tests to attend an interview. Candidates at this point would be subjected to medical and security clearance which usually takes 4 – 6 weeks.

To apply
Please submit the following documents in English, via email or mail:

CV
Copy of identification documents
Copy of relevant education certificates

Your application can be sent to: