Vacancy Announcement - Senior Administrative Officer

Ref. No.: 186-A/MISC/2025/01

NOTIFICATION
For a Job vacancy

The Embassy of the Republic of Maldives in Japan is seeking a highly motivated and experienced individual to join our Embassy team as Senior Administrative Officer. 

Position:                      Senior Administrative Officer 
Duty station:               Embassy of the Republic of Maldives in Japan 
Length of contract:     One-year contract (with possibility of extension up to 3 years) with 3 months’ probation 

Duties and Responsibilities: 
Under the supervision and the responsibility of the Head of Mission or Embassy officers the employee will carry out the following duties and responsibilities: 

• Coordinate and arrange all engagements of the Ambassador / Head of Mission    
• Prepare and maintain and update schedule of Ambassador’s / Head of Mission’s daily    engagements    
• Prepare and dispatch greetings, thank you letters, etc. by the Ambassador / Head of Mission   
• Answer incoming telephone calls; determine purpose of calls, and forward calls to appropriate personnel or department
• Receive all incoming correspondence to the Embassy, record them in the entry and route them as appropriate 
• Draft, type, dispatch and file correspondence as instructed by supervisor 
• Attend to visitors to the Embassy and service meetings 
•  Attend to enquiries at the reception
• Attend to consular enquires and matters as instructed by supervisor 
• Receive incoming diplomatic mail and prepare and dispatch outgoing diplomatic mail 
• Update and maintain the Diplomatic List of Japan with the changes as and when details received  
• Prepare the Daily Report and the Weekly Report 
• Update the Embassy website as instructed by supervisor
• Provide translation- both written and verbal (from Japanese to English language, and vice versa) as required   
• Maintain a registry of Maldivians living in Japan  
• Assistance with Accounting work
• Carry out such other duties and responsibilities as may reasonably be required in the functioning of the Embassy

Required criteria and conditions: 

• Be a citizen/permanent resident of Japan or hold a valid working visa in Japan
• A minimum qualification of a recognized university degree is required 
• Knowledge of clerical and administration procedures 
• Excellent verbal and writing skills in Japanese and English is essential 
• Ability to multi-task and work under pressure    
• High degree of professionalism and conduct at all times 

How to apply

Please send your Cover letter, CV, academic certificates, reference letter of previous employment and a recent photograph to the following email: 

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Deadline for applications: 07 April 2025 before 17:00 hrs (JST)