View Vacancy - JPN (Tokyo) - PA to Defence Attaché/Budget Officer, Administrative Officer

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.
Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)

Main purpose of job:

Provide logistical and diary support to the Defence Attaché, a British Naval Captain. 

Working with a wide range of stakeholders both internally and externally, but specifically liaising with many parts of the Japanese Ministry of Defence.

Programme planner and Events specialist to work as an integral part of the Defence team leading and supporting on Defence activity and programmes.

Manage the Defence Section operating budget and the Defence Engagement planning (Escapade) tool and DAF budget.

Roles and responsibilities / what will the jobholder be expected to achieve?:

  • Provide logistic support duties to the UK Defence Attaché (diary management, arranging appointments) who is a British Royal Navy Captain.
  • Lead and support on a diverse range of programmes for MOD UK visitors. The work will support Defence Section, assisting all the Defence team to deliver their outputs and including visits from the UK, events and conferences.
  • Develop strong relationships with partners who will help to deliver activities in Japan and the UK – Japan Ministry of Defence, academic institutes, Defence industry and wider Japanese ministries and government.
  • Collaborate with departments across the Embassy and UK MOD and FCO in support of Defence Section activities.
  • Managing Defence Section’s cashbox and local bank account in accordance with Defence Section Operating Budget SOPs
  • Manage and track all Defence Engagement activity using the Global DE management tool, Escapade
  • Manage the Defence Allocation Fund Budget against SOPS set by SPO in accordance with Escapade DE Programme
  • Line manage section driver.
  • Fluent spoken and written Japanese language-level or Japanese language Proficiency Test (JLPT) at level N1 is necessary as daily communication is required with non-English speakers.
  • Excellent business communication skills in English (orally and in writing)
  • Assistant / Project Management experience
  • Good IT skills, particularly Microsoft Office (Word, Excel, Powerpoint etc)
  • Strong communications skills and ability to work within a close knit team. Ability to develop relationships and network is also vital.
  • Strong budgetary acumen and financial planning awareness – Ability to manage £300,000 annual account
  • Experience on VIP visits from overseas after C19 outbreak.
  • Knowledge of Japanese government systems, cultural awareness, and of Japanese business etiquette
  •  Interest in defence security issues.
  •  Motivation to understand Japanese legal restrictions when conducting defence activities in Japan. 
  •  Pre-existing experience in the Def & Security sector and/or Government or Defence ministry experience
Seeing the Big Picture, Making Effective Decisions, Delivering at Pace, Working Together
13 February 2023
Administrative Officer (AO)
Full-time, Permanent
Asia Pacific
British Embassy
JPY 361,591
2 January 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).

Learning and development opportunities (and any specific training courses to be completed):

The British Embassy offers comprehensive learning and development opportunities that will be fully available to the jobholder. We regularly run both work area specific training, as well as more general skills development in project management, finance, and leadership. Each year the job holder will be encouraged to use five development days to pursue job related and personal development goals.

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. 

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, working remotely for one day a week, and the possibility of a job share arrangement, subject to agreement with management.

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.

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 site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.