Duties and responsibilities
• Provide day-to-day administrative and office support to the Defence Attaché Office.
• Maintain professional working contacts with the Malaysian Ministry of Defence, the Malaysian Armed Forces and other relevant stakeholders, supporting sustained institutional engagement and continuity.
• Maintain contact records and support invitation, appointment and event management.
• Prepare official correspondence; support multilingual day-to-day communication and basic translations; and assist with organisational and protocol matters relating to meetings.
• Assist in planning, organising and supporting official travel within Malaysia.
• Support continuity, knowledge transfer and effective teamwork during staff rotations.
• Process administrative and logistical matters, including diplomatic clearances for government aircraft and vessels, access or security clearances for military facilities, and visa and passport matters in a military context.
• Support official military delegations, bilateral programmes and training-assistance activities.
• Monitor and summarise relevant Malaysian and regional media reporting.
• Assist in preparing appropriate content for the Defence Attaché Office’s official social-media channels.

Essential qualifications and experience
• At least three years of proven, relevant professional experience in a back-office support environment, such as administration, office management, executive assistance, operations support or a comparable function.
• Excellent written and spoken English and Bahasa Malaysia.
• Demonstrated ability to draft clear, accurate and professional official correspondence.
• Strong proficiency in Microsoft Office and routine digital office applications, together with practical experience in data processing and database or records management.
• Strong organisational skills, attention to detail and the ability to prioritise and work reliably both independently and as part of a small team.
• Professional integrity, discretion, tact, sound judgement and dependability, including when handling sensitive information.
• Legal entitlement to reside and work in Malaysia for the duration of the employment. The Embassy is unable to sponsor a visa or work permit for this position.

Desirable qualifications
• Good written and spoken German; demonstrated German-language proficiency may qualify for the language allowance stated below.
• Experience in an embassy, government, defence, international, protocol or other intercultural working environment.
• Experience supporting official visits, delegations, events or travel arrangements.

Employment conditions
The position is offered under the terms and pay scheme applicable to locally employed staff of the German Embassy Kuala Lumpur. The current gross salary is at least MYR 5,809.00 per month and could be increased in consideration of proven qualifications and experiences. An additional monthly allowance of MYR 419.00 may be payable for demonstrated German-language proficiency, subject to the applicable terms.
Appointment is subject to satisfactory identity, reference, security and job-related health checks, conducted lawfully and with consent where required.

Equal opportunity and respectful workplace
The Embassy values diversity and is committed to a professional, respectful and inclusive working environment. Applications are welcomed from suitably qualified persons irrespective of gender, age, disability, ethnicity, religion or belief, marital or family status, or other personal characteristics unrelated to the requirements of the position. Selection will be based on qualifications, experience, merit and the operational requirements of the role. German nationality is not required.
Applicants who require a reasonable adjustment for the recruitment process, including in relation to disability or sincerely held religious or cultural practices, may indicate this when applying. Requests will be considered confidentially and, where reasonably practicable, accommodated without affecting the assessment of the application.

How to apply
Please submit the following documents in English or German: a motivation letter, curriculum vitae, copies of relevant qualifications or certificates, and evidence sufficient to demonstrate the required professional experience. Please do not include sensitive personal information that is not relevant to the application.

Applications must be submitted by email no later than 5 October 2026 to:
applications@kual.diplo.de
Please use the subject line: Application – Administrative Assistant, Defence Attaché Office

Only shortlisted applicants will be contacted and invited to an interview. The Embassy is unable to reimburse travel or other expenses incurred in connection with the recruitment process.

Information about the Embassy is available at www.kuala-lumpur.diplo.de. Information on the processing of applicants’ personal data pursuant to Article 13 of the European Union General Data Protection Regulation (GDPR) is available in the Embassy’s data-protection notice.