Vacancy Notice: Secretary
We offer
The post of Secretary (Local Agent Job Profile of Local Agent – Group III in the Delegation’s Political, Press and Information Section., under a fixed-term employment contract of 2 years, with a possibility of renewal under reserve of budgetary availabilities and operational considerations. For internal candidates holding an indefinite-term contract, alternative contractual arrangements may apply in accordance with institutional policies. The team consists of 4 people and there are 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 Political, Press and Information Section, providing support, expertise and assistance in secretarial and administration of the section.
Following main tasks and duties are currently required:
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Overall organizational and administrative assistance
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Coordinate appointments and diaries, prepare and coordinate meetings, prepare slides/presentations, and receptionist duties
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Assist in the organisation of events and meeting
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Monitor and update Head of PPI’s calendar
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Liaise as necessary with colleagues from other sections
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Contact with services providers, contractors (preparation of purchase order and tender files) and other external entities
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Draft of routine correspondence, official letters and minutes
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Registering of incoming mail and outgoing mail
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Maintain the administrative filing system and archives
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Manage contact data base
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Prepare and coordinate business trips of the Delegation staff as well as Headquarters visitors
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Manage ad hoc requirement and partake as needed in other section's work.
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Follow-up and monitor actions as necessary
The base salary will depend on relevant and verified employment experience, typically starting from MYR 5732.00. There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.
The expected start date will be 02/01/2027.
Minimum requirements / eligibility criteria (necessary for the application to be considered)
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Minimum of diploma in secretarial or equivalent.;
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Minimum of 2 years of experience in secretarial or administrative post in a company or organization with international exposure, with solid administrative knowledge. The professional experience must be acquired after the date on which the qualification allowing access to the post was obtained.
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Working knowledge (B2) of [English and Bahasa Malaysia.
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Right to residence and work in Malaysia;
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Good standing as citizen/resident;
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Fit to work at regular office conditions
Assets/selection criteria (basis for awarding points to select the best applicant)
- Qualifications: University Diploma in relevant field e.g. Office or Business Administration and/or further secretarial training;
- Computer literate and able to use Microsoft Office (Word, Excel, PowerPoint)
- Language: Working Knowledge C2 of English
- Working experience in Diplomatic mission, International organization, multicultural or international environment
- Demonstrated ability to draft standard official correspondence in English
- Demonstrated ability to maintain networks and communicate with external and internal contacts
- Experience drafting agendas, coordinating and organising meetings, projects and events
- Knowledge of the EU and the politics/media/economy of Malaysia
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:
all documents to the following email address:
And mention in the email’ subject:
“Ref: 216335 – JOB TITLE: Secretary “
no later than 17:00 Local Time Malaysia 23/10/2026.
Caution: The applicant must verify that he/she fulfils all the conditions. For easy verification, the applicant must mark all the squares r 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. Up to 6 best candidates will be invited to the final 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 and background check.
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 (functional mailbox to which the applications shall be sent) 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: