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)

 

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3-7, Hayabusa-cho, Chiyoda-ku, Tokyo 102-0092, Japan

Tel: 03-6272-6700

Fax: 03-6272-6701