Vacancy: Secretary

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 organisations. 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 represents the European Union in Malaysia, and plays an essential part in the EU political, economic and commercial relations with the host country, as well as providing information on the policies and institutions of the EU. It has similar functions to those of an Embassy.

We offer

We offer the post of Secretary. Under this post, the recruited person will be attributed functions depending on the needs of the Delegation. Upon recruitment, the successful candidate will occupy a specific job function as Secretary – this job function may be changed in accordance with the needs of the Delegation. Under this job function, the successful candidate will serve as technical and support staff to provide administrative & secretarial support and assisting in financial work under the supervision and responsibility of the Head of Political and Press and Information Section.

The working time will be in accordance to the Delegation's office working hours and conditions. The successful candidate will be offered and open-end employment contract as Local Agent – Group III. The starting basic salary is MYR 5014.00 per month.

We offer a competitive position in an international environment. Benefits, such as additional pension scheme and medical insurance, are offered to employees and their families under certain conditions.

Job functions and duties

• Coordinate each section's appointments and diaries, prepare and coordinate meetings, prepare slides/presentations, and receptionist duties
• Assist in the organisation of Delegation's events and meeting
• Liaise as necessary with colleagues from other sections and sort out matters arising within the organisation
• Contact with services providers, contractors (preparation of purchase order and tender files) and other external entities
• Draft of routine correspondence, notes and minutes
• Registering incoming and outgoing mail
• Maintain the administrative filing system and archives
• Prepare and coordinate business trips of Delegation staff as well as Headquarters' visitors
• Manage ad hoc requirements and partake as needed in other sections' work
• Follow-up and monitor actions as necessary

We look for

Education

• Secondary education
• Higher education or secretarial qualification will be considered an asset

Knowledge & Skills

• Computer literate and able to use Microsoft Office (Word, Excel, PowerPoint)
• Aptitude to manage filing and documents management systems
• Good organisational/time management skills
• Good interpersonal skills, ability to work as a team member
• Good written and oral communication skills, capacity to communicate clearly and confidently with colleagues and external contacts
• Capacity to focus on priorities, to deliver duties timely and provide work of quality
• Ability to work under pressure and independently with limited supervision whilst maintaining a high standard of work

Languages

• Proficiency in English and Bahasa Malaysia (written and spoken)
• Knowledge of other European languages will be considered an asset
• Professional experience
• 3 years of working experience in a secretarial or administrative post in a multi-international company or organisation, solid administrative knowledge

Minimum physical requirements

• Fit to work in regular office working conditions

How to apply

Please send your application and supporting documents to delegation-malaysia-jobs@eeas.europa.eu by

14 July 2024.

The package should include a cover letter and a comprehensive curriculum vitae indicating education level, work experiences, current and expected salary.

Only shortlisted candidates will be notified.

The Delegation will not supply additional information or discuss the selection procedure by telephone. Please address any queries concerning this procedure to the above email address.



The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Committee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the information provided in their application letter and the supporting documents. The short-listed candidates will be invited to an assessment phase which may include an interview if necessary – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be notified individually; however, the Delegation will use the same means of publication as for this Vacancy Notice to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

The deadline for applications is: 14/07/2024