Vacancy Notice: Administration and Operations Assistant

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, based in Kuala Lumpur 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 Administration and Operations Assistant (Local Agent, Group III) in the Delegation’s Administration Section, under a fixed-term employment contract of two years, with a possibility of renewal subject to budgetary availability and operational requirements. The team consists of four people and there may be occasional atypical working hours.

Under this post, the recruited person will be attributed functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Administration, providing support, expertise and assistance in administrative, budget and finance matters under the supervision and responsibility of the Head of Administration.
Following main tasks and duties are currently required:

• Provide support in administrative, budgetary and procurement matters concerning Delegation staff (including missions, leave follow-up and payroll-related documentation).
• Prepare purchase orders and support tender procedures in accordance with applicable EU rules.
• Maintain staff, contractor and supplier records, including legal entity and bank account information in relevant internal systems.
• Maintain and update the Delegation’s inventory records.
• Provide administrative support in recruitment procedures (document preparation, filing and logistical arrangements).
• Support the follow-up of infrastructure-related contracts (office and residential leases, maintenance contracts and equipment).
• Provide administrative support in protocol-related matters, including preparation of formal notes, follow-up of administrative formalities and support to high-level visits and meetings.
• Provide administrative support in the follow-up of the Delegation’s IT maintenance contract and liaise with the HQ Helpdesk as required.
• Maintain administrative files, archives and office supplies.
• Support the organisation of Delegation events and incoming missions from Headquarters.
• Provide back-up support within the Administration Section during periods of absence.
• Perform other duties assigned within the Administration Section.

The base salary will depend on relevant and verified professional experience, starting from MYR 5,017 per month.
A competitive benefits package is offered, subject to applicable rules, including annual leave entitlement, public holidays, health insurance coverage and participation in the Delegation’s retirement savings scheme.
The expected start date will be 04/05/2026.

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

• Have completed at least secondary education (diploma or equivalent).
• Have a minimum of 3 years of relevant professional experience in administrative, financial or procurement support. The professional experience must have been acquired after obtaining the qualification required for access to the post.
• Demonstrate working knowledge (minimum B2 level) of English and Bahasa Malaysia, written and spoken.
• Have the right to residence and work in Malaysia.
• Be medically fit to carry out the tasks assigned.

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

• Post-secondary qualification in finance, accounting, administration or a related field.
• Experience in financial and/or procurement procedures.
• Experience in supporting HR processes and recruitment procedures
• Experience in a diplomatic mission or international organisation.
• Experience in protocol-related administrative matters (e.g. preparation of formal notes, handling of administrative formalities, support to high-level visits).
• Experience with EU/EEAS internal systems.
• Working knowledge of additional European languages.
• Strong organisational skills, attention to detail and ability to work under pressure.
• Adaptability and resourcefulness, with the ability to provide immediate support and troubleshoot when required
• High level of discretion, integrity, confidentiality and professionalism at all times

How to apply

The applicant must apply by sending:

• a cover letter, signed

• a Curriculum Vitæ (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at https://europass.europa.eu/en

  all documents to the following email address: eeasjobs-167@eeas.europa.eu and mention in the email’ subject: “Ref: 402615 – JOB TITLE: ACCOUNTS CLERK “ no later than 23:00 (UTC+08:00) 16/03/2026.

Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares relating to each document or application condition. 

The absence of one of these conditions or documents is a reason for the rejection of the application.

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV, practical testing and interviews. At least 3 best candidates will be invited to the interview.
Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.
The successful candidate will be subject to a medical check, background check, etc. whatever is relevant.
Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the functional mailbox to which they sent the initial application. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.

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, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. 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.
If pre-selected, candidates with disabilities are invited to contact the Delegation at eeasjobs-167@eeas.europa.eu in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.

If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.

DATA PROTECTION NOTICE:

https://www.eeas.europa.eu/eeas/eeas-privacy-statement-data-protection-notice-purpose-processing-personal-data-related-recruitment_en