View Vacancy - JPN - Prosperity Fund Assistant Event Organiser A1
Main purpose of job:
This is a new position created to support Prosperity Fund (PF) project leads in organising events and visits. The successful applicant will spend time providing administrative support and general assistance to the project leads, work with a variety of teams across the embassy and act as a contact point for interested participants when organising events.
This is an excellent opportunity for someone keen to develop event and project management skills and engage with business leaders and senior government officials from the UK and Japan; for someone who enjoys a busy environment and for someone who likes a flexible job: the nature of the working day will differ depending on the events, seminars and visits organised.
Roles and responsibilities / what will the jobholder be expected to achieve?:
PF Events and Visits organisation (60%)
Providing administrative support and general assistance to the PF project leads and the Prosperity Fund Manager in organising events, which include but not limited to:
- Engaging with teams across the Embassy including Corporate Entertainment, Facilities Management and Security in preparation for the events;
- Arranging venues and transportation for events held outside the Embassy;
- Arrangement of travel for missions and delegations where appropriate
- Contributing to invitation and guest list coordination;
- Providing support on the day of the events and visits e.g. by accompanying the visitors to the venues, manning the reception desk etc; and
- Being a member of the Prosperity Fund team, who are a small and mutually supportive unit.
PF Project / Admin Support (30%)
- Keep track of planned PF project events and visits and share with the team.
- Help maintain the record of costs and input into PF budgeting.
- Arrange internal meetings.
- Provide general assistance to PF project leads and PF Manager.
Wider Economic Diplomacy Team Support (10%)
- Attendance of team meetings and contribution to wider corporate work
- Coordinating some work across the department eg leave chart, forward look of reporting.
- Administrative support for teams when needed including making meeting appointments.
- Good interpersonal and event organisation skills to conduct duties effectively.
- Native level English speaker with good command of Japanese (speaking, reading and writing) or vice versa.
- IT skills including the Microsoft Word, Excel and Outlook.
- Basic financial management skill.
- Flexible, dependable, enthusiastic and customer focused and enjoy taking on challenging responsibilities.
- One or more years of relevant working experience
Learning and development opportunities (and any specific training courses to be completed):
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 applications must be received before 23:55 Tokyo Time, 6 December 2017.
Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.
Expected interview date is mid- December 2017.
The successful candidate should be able to start from the beginning of January 2018.
This opportunity is closed to applications.
