View Vacancy - JPN (Tokyo) - Economic and Finance Administrative Assistant

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Programme Roles)
Economic and Prosperity

Main Purpose of Job:

To provide administrative and logistical support to Economic and Finance team members at the British Embassy Tokyo, particularly in relation to the G7 and other visits during this period.

This is an opportunity to work with colleagues at the Embassy who work on economics, public finances, and financial services policy. We engage with the Japanese government, industry organisations, civil society and academia on these issues in line with UK government policy. The jobholder will support delivery of these objectives through providing administrative and logistical support.

As this is a newly created role, the jobholder will need to be flexible. There will be opportunities to shape the scope of the role's activities.

What will the Jobholder be Expected to Achieve:

Administrative Support (70%):

  • Setting up meetings with external contacts and making transport arrangements.
  • Managing contacts relevant to the team’s work and keeping up to date on organisational changes of stakeholders. Updating organograms and biographies of external organisations and contacts list.
  • Providing logistical support for events, including invitation and venue arrangements, liaising with other sections in the Embassy as necessary.
  • Providing support for official and Ministerial visits from the UK.
  • Providing support across the Economic Diplomacy Department on G7 related meetings and events.
  • Managing public enquiries relating to the work of the team.

Media Monitoring (20%):

  • Monitoring media outlets and summarising (in Japanese and English) key developments on economic, public finances and financial services policies and business activities on a timely basis.
  • Monitoring UK Government website for key policy developments in economics, public finances and financial services.

Corporate (10%)

  • The jobholder will also be expected to take on tasks outside of their main responsibilities to deliver for the wider embassy/Japan network, such as through a corporate role. In addition, the jobholder will take on a crisis role and participate in related crisis preparedness activities.
  • Good interpersonal and organisational skills to conduct duties effectively.
  • IT skills including Microsoft Word, Excel, PowerPoint and Outlook.
  • Ability to work on multiple ongoing tasks.
  • Curiosity and willingness to learn about a range of subject areas.

Language Requirements:

  • Fluency in Japanese and business level English, or vice versa
  • Level of language required: English – IELTS band 8, or TOEIC 850; Japanese - JLPT N1
  • Experience working in both English- and Japanese-speaking environments.
  • Administrative experience, including diary, event and stakeholder contact management.
  • Interest and knowledge in economics and finance.
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
30 January 2023
Administrative Assistant (AA)
Fixed Term, Full-time
37.5
6 months
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 325,666
13 March 2023
  • 1 month salary bonus equivalents payable in June and December
    (Note: Salary may be reduced due to tax status)
  • Commuting allowance of up to JPY35,000 per month (paid on an actual cost basis)
  • 25 days paid annual leave (calculated pro rata)
  • Health Insurance and Employee pension (kenko hoken/kosei nenkin)
  • Employment Insurance (koyou hoken).

Working Patterns:

The British Embassy Tokyo supports and promotes flexible working as a crucial part of our inclusive offering. This particular role allows for flexibility in start and end times, working compressed hours, remote working for up to two days per week, and the possibility of a job share arrangement, subject to agreement with management.

The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.

Learning and Development Opportunities (and any specific training courses to be completed):

The British Embassy, British Consulate-General and UK Foreign Commonwealth & Development Office provide a range of training opportunities in core diplomatic and commercial skills, from networking and communication to project management. The British network in Japan works closely with Embassies across the Asia-Pacific region to share experience and learning.

Alongside a number of Embassy-specific courses that will need to be completed on arrival, the Embassy is supportive of learning and development. We offer five development days per year, and regular opportunities for learning and development delivered both within the mission and regionally in Asia. We also focus on using coaching and a buddying system to support new arrivals.

All staff are required to take a role in the embassy’s crisis preparation and response. Full training will be provided for this, and regular opportunities will be available to test and develop your skills.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Note: All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
 
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined and the standards expected at Level 4 for this position.

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) format to prepare specific examples of when they have demonstrated these behaviours in their application. Using the STAR format to provide evidence of your skills and experience in your application and at interview helps to give a structure. You briefly describe the situation in which you showed the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.