Administrative Assistant – LA II

We are
The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy.

The EU Delegation to Malaysia works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Malaysian government in areas that are part of the EU’s remit.

We offer
The post of Administrative Assistant (Local Agent Group II) in the Delegation’s Administration Section. The team consists of three people and there are occasional atypical working hours. Under this post, the recruited person will be assigned functions according to the needs of the Delegation, which may evolve over time. The successful candidate will serve under the supervision and responsibility of the Head of Administration, providing support, expertise and assistance in administrative, finance and budget management matters.

Following main tasks and duties are currently required:

• Assist in administrative, budgetary, procurement and human resource management matters relating to all Delegation staff (including missions, leave planning, payroll, insurance, medical insurance, provident fund, severance grant, etc.)
• Maintain the staff, contractor and supplier records, including information on legal entities and bank accounts in the internal accounting system
• Liaise with local authorities and prepare documentation for customs clearance procedures (importation of goods, personal effects, purchase or sale of service or private vehicles)
• Follow up on the implementation of infrastructure files, including leases for office and housing, maintenance contracts, and other services or equipment contracts
• Prepare purchase orders, tender files and procurement documentation in accordance with applicable rules
• Maintain and update the Delegation’s inventory (records and database) of assets and goods
  Provide administrative and logistical support to the Regional IT Officer and IT service providers (logging requests, monitoring issues, following up on resolution)

      General administrative duties:

• Assist the Head of Administration with the coordination of schedules and appointments, liaising with colleagues and external partners, and drafting routine correspondence, administrative notes and internal communications
• Reply to requests from Headquarters, local authorities and other stakeholders, and support the preparation of the Delegation’s reporting
• Maintain the administrative filing system, archives and office supplies, ensuring proper organisation and accessibility
• Act as a point of contact with service providers, contractors, ministries, organisations and embassies on administrative matters
• Liaise with local authorities, ministries and diplomatic missions on administrative and protocol-related issues
• Assist in organising missions and visits from Headquarters, other Delegations or EU institutions, and support Delegation events and meetings
• Perform additional administrative tasks assigned by the Head of Administration
• Contribute proactively to the overall functioning of the Delegation, providing support to colleagues as needed

The selected candidate will be offered an initial two-year fixed-term contract, in line with the Conditions of Employment of Local Staff (LA-CE) applicable to new external recruits. The base salary will depend on relevant and verified employment experience, typically starting from MYR 8,540.00 (Group II - Step 3). In accordance with the LA-CE, the final step classification will be determined after recruitment by a separate administrative decision of the Appointing Authority (AACC), based on documentary evidence of proven professional experience specific to the post.

A competitive benefits package is offered, subject to applicable conditions, including annual leave, public holidays, medical insurance and a retirement savings plan.

The expected start date is to be agreed, but preferably in January 2026.

Minimum requirements / eligibility criteria (necessary for the application to be considered)

• Relevant diploma or equivalent qualification
• At least 5 years of professional experience in administrative, HR, protocol, accounting or office management roles, preferably in a diplomatic mission, international organisation, governmental institution or similarly complex environment
• Good working knowledge (minimum B2 level) of English and Bahasa Malaysia (written and spoken)
• Right to reside and work in Malaysia
• Valid citizenship or residency status and good legal standing
• Medically fit to perform the required duties

Assets / selection criteria (basis for awarding points to select the best applicant)

• Professional experience in diplomatic missions, international organisations, governmental institutions, or other public-sector environments
• Experience in protocol, government liaison and the organisation of high-level visits and events
• Experience supporting HR, administrative, and procurement procedures
• Excellent interpersonal skills, with an amicable and pleasant demeanour that facilitates effective collaboration with diverse stakeholders
• Strong attention to detail and ability to manage multiple priorities in a fast-paced environment
• Adaptability and resourcefulness, with the ability to provide immediate support and troubleshoot when required
• High level of discretion, integrity, confidentiality and professionalism at all time

How to apply
Please submit your application, consisting of a cover letter and Europass-format CV to delegation-malaysia.jobs@eeas.europa.eu no later than 23:00hrs 15/12/2025. Only complete applications received on time via email will be considered.

The successful candidate will be subject to a medical check and, where applicable, a background check before recruitment is confirmed.

The process
After the application deadline, all eligible applications will be reviewed by the Selection Committee.

Depending on the number of applications received, successive phases of the selection procedure may include shortlisting based on the cover letter and CV.
Documentary proof of education and professional experience will be required from candidates invited to the final stage of the selection procedure. Language proficiency will be assessed during the written test and the interview. Any discrepancy between the declarations made in the application and the supporting documents will result in exclusion from the procedure.

Shortlisted candidates will be invited to a written test in accordance with EEAS recruitment procedures. Based on the results of the written test, the Selection Committee will shortlist the three best-ranked candidates for the interview.

Only candidates admitted to each stage of the procedure will be contacted individually. The Delegation will use the same publication channels as this vacancy notice to inform non-selected candidates once the recruitment process has been completed and a final decision reached.

The Delegation will not provide additional information or discuss the selection procedure. During the process, candidates are kindly requested not to contact members of the Selection Committee. All questions and comments should be addressed to the Delegation’s Administration.

EQUAL OPPORTUNITIES:
The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality and to preventing discrimination on any grounds. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.