Careers
ITOPF has responded to more than 850 incidents involving oil or chemical spills worldwide. Our highly skilled international team are ready to assist 24 hours a day, 365 days a year to provide impartial technical advice.
We operate on a not-for-profit basis and provide a wide range of technical services to promote effective response in the marine environment to back up our core role of responding to ship-sourced spills. Our five key services are spill response, claims analysis & damage assessment, contingency planning, training & education and information.
We are currently hiring for the position of Administration Assistant at our Singapore Office.
Administration Assistant - Singapore Office
Administration Assistant - Singapore Office
Administration Assistant – Singapore office
Location: Singapore
Employment Type: Permanent, full-time
Salary: circa $4,500 per month
The Opportunity
We are looking for an Administration Assistant to join our Singapore team, supporting the Singapore Office Manager and the smooth running of day-to-day office administration and operations. This varied role offers the opportunity to work across office coordination and support, travel management, finance support, and events. You'll be part of a collaborative team environment, building relationships across the organisation including with colleagues in the UK.
What You'll Do
- Arrange international travel for team members, including visas, risk assessments, and liaising with travel partners.
- Assist with Singapore finance processes including invoicing, expenses, banking, payments, and audits in coordination with the London Finance Team
- Provide support for meetings and events including sourcing of venues and caterers
- Ensure smooth day-to-day office operations including ensuring a clean and comfortable workspace, coordinating maintenance, meeting room preparation, first level IT support
- Provide cover for the Office Manager and support the Membership Team during renewal periods or leave, with flexibility to undertake additional duties as required
Skills and experience we are looking for:
- Strong administrative experience, ideally with experience of arranging international travel.
- Excellent written and spoken English.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) as well as working with different systems/platforms
- Ability to accurately record and analyse data (from multiple sources/platforms) and produce meaningful reports
- Ability to prioritise tasks and work independently, and handle confidential information
- Strong organisational skills and attention to detail.
- Knowledge of office logistics and event coordination (desirable).
- Familiarity with finance administration processes (desirable).
- Comfortable working under pressure and managing multiple priorities (desirable).
What we offer:
We offer a salary of circa $4,500 (SGD) per month with a strong benefits package including 25 days annual leave which increases with length of service, company funded private medical insurance and life assurance, training and development, annual wellbeing allowance, team social events and many more.
As this role is based in Singapore candidates are required to have the right to work in Singapore.
Full job description available for download here.
How to Apply
Please submit your CV with a cover letter to recruitment@itopf.org. In your cover letter, please explain your interest in this role and how your experience meets the requirements.
You’re welcome to use AI tools to support your application, such as to help with research, practice interview questions or for support with grammar or spell check. However, make please make sure your application is your own original work, we want to get to know you during this process. Do not use AI to create examples of your work, write your entire application/cover letter or, answer interview questions for you.
We are committed to ensuring all candidates have a fair and comfortable application experience. If you require any adjustments or support during the recruitment process such as alternative formats, accessibility accommodations, additional time, or anything else please let our team know at recruitment@itopf.org. We're happy to help.
Applications for this role close on Sunday 30 November, with interviews expected to commence around 4th December. Please note, we may close applications earlier if we receive a high volume of interest, so we encourage you to apply as soon as possible.
If you’d like to find out what joining ITOPF was like for some of our previous recruits, find out here.
Relevant documents:
Privacy statement for applicants
We have a great team of skilled and qualified individuals working across a number of specialisms, they work hard on our mission to promote effective response in the marine environment, and they are supported to do that with training and development, a strong benefits package and a positive working environment, supported by our policies and practices, including different ways to work flexibly, enhanced family leave policies and by working with the team to ensure a dignified, respectful and supportive working environment where colleagues feel valued and are protected from any kind of harassment.
Find out what joining ITOPF was like for some of our most recent recruits, please click here https://www.itopf.org/contact/careers/meet-some-of-the-team/ or below:
Vision & Mission Statement
"To be a trusted source of objective technical advice worldwide on preparedness and response to accidental marine spills."
"To promote effective response to marine spills of oil, chemicals and other substances as a means of reducing impacts on the environment and affected communities."
Core Values
Collaboration – inspiring teamwork and cooperation to achieve the goal of effective spill response.
Integrity – engendering trust in our work through honesty and scientific principles.
Objectivity – providing unbiased, consistent advice to all who seek it.
Respect – empowering a friendly, supportive culture that values diversity and the abilities and experience of all.
Diligence – delivering our services to the highest standards of excellence, with skill and good judgment.