Administrative Affairs Specialist/Assistant Specialist

Bank of China Turkey; Çankaya; On-site; TRY 150,000 - 300,000; Full time

Job summary

A leading financial institution in Ankara is seeking an experienced administrative professional to manage office operations and procurement processes. The ideal candidate will have a Bachelor's degree, at least 5 years of experience, and strong organizational and communication skills. Proficiency in English is essential. This role involves ensuring efficient office activities and supporting various administrative tasks.

Qualifications

• Minimum of 5 years of experience in administrative affairs or related function.
• Excellent verbal and written communication skills.
• Advanced proficiency in written and spoken English.

Responsibilities

• Upload invoices and follow up on payments.
• Manage vendor relations and coordinate procurement.
• Draft agreements and monitor signature processes.
• Oversee general office operations and support project planning.

Skills

Office administration

Procurement procedures

MS Office applications

Communication skills

Organizational skills

Interpersonal skills

Education

Bachelor's degree in relevant field

Job description

Job Description

• Upload invoices into the Bank’s Document Management System and follow up on the invoice payment process.
• Receive, record, and distribute official incoming and outgoing correspondence.
• Communicate with local third-party vendors and manage vendor relations.
• Coordinate procurement processes for goods and services; prepare relevant procurement forms and track approval workflows in the Document Management System.
• Attend procurement committee meetings and present vendor evaluation reports.
• Draft agreements, letters, and other administrative correspondences; monitor and finalize the signature processes.
• Oversee general office operations, ensuring efficient day-to-day activities, and support project planning and execution.
• Develop and maintain policies and procedures related to administrative practices.
• Support accommodation arrangements for expatriate employees.
• Assist with company car rental processes.
• Collaborate with the Human Resources Department to ensure compliance with Occupational Health and Safety regulations.
• Coordinate domestic and international travel arrangements.
• Provide logistical support for internal and external events and special projects.
• Monitor and manage fixed asset inventory; coordinate maintenance and repairs of office equipment.
• Distribute necessary office equipment to employees (e.g., mobile lines, stationery, desks).
• Manage office-related subscriptions (e.g., internet, water, electricity).
• Ensure secure and accurate delivery of physical mail to relevant personnel.
• Oversee office security procedures and maintain relations with subcontractors.
• Perform additional duties and projects as assigned.

Desired Skills & Experience

• Bachelor’s degree in a relevant field.
• Minimum of 5 years of experience in administrative affairs or a related function.
• Sound knowledge of office administration and procurement procedures.
• Proficiency in MS Office applications.
• Excellent verbal and written communication skills.
• Advanced proficiency in written and spoken English.
• Strong organizational and multitasking skills with high attention to detail.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong interpersonal, negotiation, and presentation abilities.
• Valid driver’s license and psychotechnic evaluation certificate.
• No military obligation for male candidates.