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Position Description
Title: Receptionist
Reports to: Head of Chancery
Please send English CV to : embbeijing@foreign.gov.tt
Monthly Salary:RMB7000.00
Basic Functions:
·Operate a multi-line telephone system to receive and direct telephone calls to appropriate officers
·Direct visitors to the Embassy to appropriate officers
·Translate short written documents if instructed by Head of Chancery
·Type a variety of correspondence for officer/s
Representative Duties:
Holders of the position may perform any combination of the essential functions outlined below. This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this position.
·Receive and direct to appropriate officers local and long-distance telephone calls from persons requesting contact with staff.
· Take telephone messages.
·Receive and refer the public to appropriate officers, including visa enquiries.
·Assists the Immigration Attaché with the receipt of visa applications and translation during interviews when requested.
·Report defective telephone equipment; maintain accurate trouble report records and directory listings.
·May operate standard machines, including fax, photocopier and a computer. Make photocopies of documents as necessary.
·Receive mail
·Take dictation from the Ambassador in the absence of the Secretary.
·Perform related duties as assigned
Minimum qualifications
·Education and experience: at least a Bachelor’s degree in addition to experience equivalent to three years of recent, full-time office experience which included regular duties on a multi-line telephone console or switch-board.
Knowledge and abilities
Knowledge of:
·Multiline telephone systems and practices
·Modern office organisation, procedures and methods
·Correct usage of English and Mandarin, grammar, spelling, punctuation and vocabulary
·Reading and writing communication skills in English and Mandarin
·Good telephone techniques and inter-personal skills
Ability to:
·Communicate effectively using good voice quality and enunciation, courtesy, tact and patience
·Provide factual information to the public
·Promote good public relations by establishing and maintain effective communication with the public
·Work under conditions requiring close attention to detail and accuracy with occasional heavy volume and time constraints
·Operate standard office equipment including computers
·Establish and maintain effective working relationships with others
·Plan and organise work
·Meet schedules and time-lines
·Maintain records.
Position Description
Title: Executive Assistant
Reports to:Head of Chancery
Basic Functions: Perform duties as a general office manager and translator
Monthly Salary:RMB7000.00
Please send English CV to : embbeijing@foreign.gov.tt
Duties
·Perform duties as a general office manager and secretary to the Head of Chancery and Financial Attaché.
·Files, folios and cross references all in-coming correspondence on relevant files.
·Distributes files with correspondence for action to the appropriate desk officers.
·Assists with opening and closing files under instruction.
·Maintains a list of all Closed Files and retrieves files from storage.
·Attends to requests for documentation on both current and closed files.
·Circulates correspondence to staff on a daily or regular basis.
·Maintains and circulates the Letter Book copies.
·In the absence of the Receptionist, operate a multi-line telephone system to receive and direct telephone calls to appropriate officers
·Answer phone calls if the Receptionist is on lunch.
·Route mail to officers in accordance with the directive of the Head of Chancery.
·Explain procedures, as required, to the general public.
·Organize and independently maintain operational records and files.
·Compose, edit and prepare correspondence and special reports.
·Operate standard office machines.
·Operate a computer to perform word-processing functions and to enter and extract a variety of >
·Perform related duties as assigned.
·Process all requests efficiently and in accordance with established guidelines.
·Read, translate and produce a variety of documents, materials, information bulletins, handbooks, correspondence and news releases.
·Perform verbal and written translations as required.
·Review and edit translations for accuracy, context, readability and style.
Minimum qualifications
Any combination of training, experience and/ or education equivalent to four years of full-time increasingly responsible secretariat experience, at least two years of which must have been in a similar environment.
·Typing certificate at a speed of 45-50 words per minute and shorthand skills of 120 words per minute.
Knowledge and abilitiesKnowledge of:
·Modern office methods and procedures
·Use of standard office machines and equipment
·Correct usage of English and Mandarin, grammar, spelling, punctuation and vocabulary
· Reading and writing English and Mandarin communication skills.
Ability:
·Compose routine and specialised correspondence and reports, using proper grammar, spelling and punctuation
·Perform arithmetic computations
·Operate standard officer equipment including computers and related software applications
·Communicate effectively orally and in-writing
·Establish and maintain effective working relationships with staff and the public
·Train and lead the work of others, in particular, the receptionist/clerk-typist and tea lady/ cleaner
·Plan and organise work in order to meet schedules and time-lines
·Maintain records
·Read and apply rules and procedures
Position Description
Title: Bilingual Secretary
Reports to: Head of Chancery
Basic Functions: Perform duties as assistant and translator to home-based staff as assigned by Head of Chancery.
Monthly Salary:RMB7500.00
Please send English CV to : embbeijing@foreign.gov.tt
Duties
·Assist the Immigration Attaché to receive and translate interviews conducted by Immigration Attaché for visa applications.
·Assist the Immigration Attaché to conduct background checks on visa applicants.
·Assist the Immigration Attaché as directed with regards to immigration matters.
·Translate documents as directed by the Immigration Attaché and other home-based staff.
·Visits Government/Private Institutions, as and when necessary, in keeping with the instruction from the Head of Mission, Head of Chancery or other home-based staff and assists in translating with service providers.
·In the absence of the Receptionist, operate a multi-line telephone system to receive and direct telephone calls to appropriate officers
·Answer phone calls as required if the Executive Assistant and the Bilingual Secretary are on lunch
·Explain procedures, as required, to the general public.
·Organize and independently maintain operational records and files for immigration and military matters.
·Compose, edit and prepare correspondence and special reports.
·Operate standard office machines.
·Operate a computer to perform word-processing functions and to enter and extract a variety of data.
·Perform related duties as assigned.
·Process all requests efficiently and in accordance with established guidelines.
· Operate a computer and other office machines.
·Read, translate and produce a variety of documents, materials, information bulletins, handbooks, correspondence and news releases.
·Produce verbatim translations.
·Review and edit translations for accuracy, context, readability and style.
Minimum qualifications
Any combination of training, experience and/ or education equivalent to four years of full-time increasingly responsible secretariat experience, at least two years of which must have been in a similar environment.
·Typing certificate at a speed of 45-50 words per minute and shorthand skills of 120 words per minute.
Knowledge and abilities
Knowledge of:
·Modern office methods and procedures
·Use of standard office machines and equipment
·Correct usage of English and Mandarin, grammar, spelling, punctuation and vocabulary
·Reading and writing English and Mandarin communication skills.
Ability:
·Compose routine and specialised correspondence and reports, using proper grammar, spelling and punctuation
·Perform arithmetic computations
·Operate standard officer equipment including computers and related software applications
·Communicate effectively orally and in-writing
·Establish and maintain effective working relationships with staff and the public
·Train and lead the work of others, in particular, the receptionist/clerk-typist and tea lady/ cleaner
·Plan and organise work in order to meet schedules and time-lines
·Maintain records
·Read and apply rules and procedures
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小编：Jl
本资讯不代表国关国政外交学人平台观点。
文章来源：特立尼达和多巴哥驻华使馆；国关国政外交学人微信公众平台编辑
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