Vacancy Notice: Secretary

European External Action Service; Kuala Lumpur; Presencial; MYR 65.000 - 88.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health insurances

Retirement savings plan

Descripción de la vacante

The European External Action Service Delegation to Malaysia offers a Secretary (Local Agent) position in the Delegation’s Political, Press and Information Section under a fixed-term contract of two years, with a possible renewal subject to budgetary availability and operational considerations. The role provides secretarial and administrative support to the Head of PPI.

Key duties include organizing and administering, coordinating meetings, preparing slides, assisting in events, handling mail and

Formación

• Diploma in secretarial or equivalent required.
• Minimum of 2 years' experience in secretarial/administrative role with international exposure.

Responsabilidades

• Overall organizational and administrative assistance.
• Coordinate appointments and diaries, prepare and coordinate meetings, prepare slides/presentations, and receptionist duties.
• Assist in the organisation of events and meetings.
• Prepare and coordinate business trips and maintain filing and archives.

Educación

Diploma in secretarial or equivalent

2 years of experience in secretarial/administrative post in international setting

Herramientas

Microsoft Office

Descripción del empleo

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 theMalaysiaworks 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 theMalaysian government in areas that are part of the EU’s remit.

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We offer

The post ofSecretary (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:

Overall organizational and administrative assistance

Coordinate appointments and diaries, prepare and coordinate meetings, prepare slides/presentations, and receptionist duties

Assist in the organisation of events and meeting

Monitor and update Head of PPI’s calendar

Liaise as necessary with colleagues from other sections

Contact with services providers, contractors (preparation of purchase order and tender files) and other external entities

Draft of routine correspondence, official letters and minutes

Registering of incoming mail and outgoing mail

Maintain the administrative filing system and archives

Prepare and coordinate business trips of the Delegation staff as well as Headquarters visitors

Manage ad hoc requirement and partake as needed in other section's work.

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 acompetitive 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)

Minimum of diploma in secretarial or equivalent.;

Minimum of2years 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.

Working knowledge (B2) of [English and Bahasa Malaysia.

Right to residence and work in Malaysia;

Good standing as citizen/resident;

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

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.