Office Manager / PA to the Ambassador

The Embassy is seeking to recruit a skilled and experienced administrator with strong planning and management skills with excellent interpersonal abilities. The role includes both Office Manager duties and specific support to the Head of Mission.

Roles and Responsibilities:

• Day-to-day office management, including administration, human resources, security, health and safety, to include procurement, compliance and stakeholder management;
• Management of official communication with Malaysian Government Ministries;
• Management and coordination of the Ambassador’s office and diary, including the external Embassy mailbox and phone lines;
• Day to day management of Embassy Driver;
• Provision of logistical support for official visits (including arranging bilateral meetings, local transportation, accommodation, etc.);
• Arranging travel and protocol matters for Ambassador and other diplomatic staff;
• Records management, inventory management, and maintenance of contacts database;
• Event management, including invitations, logistics and coordination with the Residence Housekeeper and liaising with service providers to ensure a continuously high standard of service;
• Preparation of informal translations;
• Other duties as required from time to time including participation in out of hours duty roster, cross-skilling and providing cover as necessary, in particular for the Embassy Accounts Officer, which will require the use of online banking, accounts software, and tracking budgets.
• The successful applicant will report directly to the diplomatic staff in the Mission;

Essential Requirements:

• Candidates must have a degree in a relevant discipline;
• At least three years’ relevant professional experience in an office based role, including previous positions at an Embassy or other comparable organisations;
• Fluent in English and Bahasa Malaya; a written test may apply;
• Ability to work effectively in a fast-paced environment, manage multiple tasks and meet deadlines, plan and organise work and assignments with minimal supervision;
• Proven ability to collate and distil large amounts of information, summarising findings to be used for management decisions and planning;
• An understanding of critical administrative tasks, including procurement and financial management and record management;
• Excellent interpersonal, leadership and organisational skills and ability to work well in a team;
• High level of discretion, commitment, reliability and attention to detail;
• Computer literacy and information management skills;
• Good working knowledge of Microsoft Office Suite (Outlook, Word, Excel);
• All applicants must have a permanent legal right to reside and work in Malaysia.

Desirable Skills:

• Previous experience in a Diplomatic Mission;
• Previous experience of Ireland;
• Knowledge of Mandarin is an advantage;
• Experience in project management.

Terms and Conditions of Employment:

• The successful candidate will be hired on a fixed-term contractual basis for 12 months, with the option to renew based on satisfactory performance;
• The position is based at the Embassy of Ireland. 5th Floor, AmpWalk, 218 Jalan Ampang, Kuala Lumpur;
• The position is full time, Monday to Friday, no less than 40 hours per week, with standard office hours from 9am to 5pm. Flexibility will be required in this role;
• Annual Leave entitlement 21 days per annum;
• The salary for the position is MYR 92,184 per annum, paid locally on a 13 month basis. An incremental pay scale is in operation for this role based on length of service Salaries are paid direct to a bank account, therefore the successful candidate must have a bank account.
• The position also benefits from EPF / SOCSO contributions, as well as enrolment in Irish non-contributory pension scheme (terms and conditions apply).

How to apply

• Only applications completed on the form available via the below link will be considered: www.ireland.ie/en/malaysia/kualalumpur/about/job-opportunities
• Completed application forms should be sent via e-mail only to KualaLumpurEMRecruitment@dfa.ie with the subject line Office Manager / PA Vacancy. Applications must be received before 17:00 (Local time) 26 April 2026.
• Depending on response rate, the deadline may be extended. Unless the deadline is formally extended, no applications will be accepted after this time. Please note that only short listed applicants will be contacted.

Selection Process:

• Depending on the number of applications received, a short-listing of candidates to be called for a competency-based interview may be undertaken based on the Essential Requirements / Desirable Skills above;
• A skills test and/or English language test may be included in the recruitment process;
• The next stage of this recruitment will be held in person at the Embassy before the end of May 2026;
• A second interview may be included in the recruitment process;
• A panel may be set up depending on the calibre of candidates.
• General Data Protection Regulation: All personal information received will be kept in line with GDPR guidelines.
• Security Clearance for Local Staff: Police security clearance will be sought in respect of individuals who come under consideration for appointment. Security clearance may also be sought from the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.
• Please note that canvassing will disqualify applicants.
• The Embassy of Ireland, Kuala Lumpur is committed to a policy of Equal Opportunity.