EMBASSY OF MALAYSIA STOCKHOLM

2 days ago

Stockholm, Sweden Malaysias Ambassad Full time

I) Chief Clerk (CC) :

(Aside from assisting the Second/Third Secretary in administration, account and protocol related works, the CC is responsible to handle public inquiry on administrative and financial related issues)

Required Skills and Experience:

· High school diploma or equivalent is required.

· Post-secondary studies or University Degree in relevant field is desirable.

· A minimum of one (1) year of experience in administrative services, finance, accounting, human resources or related area is desirable.

· Experience in the usage of computers and office software packages (MS Word, Excel, etc), and handling of web-based management systems is required.

· Analytical and negotiation skills is an advantage.

· She/he must also have a proven ability to organize her/his own work, and work with minimum supervision, demonstrating a high degree of initiative, diplomacy, discretion when needed and good judgment.

· Fluency in written and spoken English and Swedish is required. Knowledge of any other official language of the United Nations is an advantage.

Specific duties for this position include but are not limited to:

General Administration

a) To ensure that all office equipment and furniture are properly maintained, serviced and repaired as and when necessary.

b) To carry out administrative and office duties as directed by the Ambassador, First Secretary and Third Secretary.

c) To maintain the administrative record of the Locally Recruited Staff (LRS).

d) Responsible to carry out surveys regarding the cost/jobscope of any repairs, purchases and services with the relevant companies.

e) To prepare claims of the Home-Based Staff on VAT refunds.

f) To update and apply the VAT refund application of the Chancery and HBS to VAT refund Department.

g) To maintain and prepare yearly report for Capital Asset and Inventory.

h) To maintain vehicles logbook.

i) Responsible for proper filing of all incoming and outgoing documents related to the Embassy.

k) To perform protocol tasks including liaising with the Ministry of Foreign Affairs of Sweden, Denmark, Norway and Iceland.

l) Responsible for coordinating logistics arrangements involving incoming and outgoing Official/State visits.

m) To perform online transactions involving Sistem Perakaunan Luar Negeri (a system created by the Ministry of Foreign Affairs of Malaysia to perform finance and accounts related transactions abroad) regularly.

n) To assist the Second/Third Secretary in closing of the monthly accounts.

o) To assist the Second/Third Secretary in supervising the administrative and financial aspects of the Embassy.

II) Administrative Assistant :

Required Skills and Experience:

· High school diploma or equivalent is required.

· Post-secondary studies or University Degree in relevant field is desirable.

· A minimum of one (1) year of experience in administrative services, finance, accounting, human resources or related area is desirable.

· Experience in the usage of computers and office software packages (MS Word, Excel, etc), and handling of web-based management systems is required.

· Analytical and negotiation skills is an advantage.

· S/he must also have a proven ability to organize her/his own work, and work with minimum supervision, demonstrating a high degree of initiative, diplomacy, discretion when needed and good judgment.

- Fluency in written and spoken English and Swedish is required. Knowledge of written & spoken in national Malaysian language and other Nordic languages and also previous working experience at other Embassy is an advantage.

Specific duties for this position include but are not limited to:

· Assist in attending all Consular matters such as processing of application for visas, passport, birth and marriage registration, notarial matters etc.

· Establish and maintain a filling system for all official documents produced by the office.

· Assist in organizing Embassy’s events and official visits, exhibition, seminar & promotional visits.

· Assist in answering phone calls, emails and enquiries.

· Performs other related administrative duties, as required.

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