View Vacancy - JPN - Event Logistics Coordinator A2(L)

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Foreign, Commonwealth and Development Office (Residence and Support Staff)
Residence Coordinator

The Event Logistics Coordinator, Corporate Entertainment Team (CET) is a new position created to provide a wide range of events and hospitality services as well as overall administration support to the corporate entertainment activities by working closely with a range of Embassy sections and the members of the CET to deliver a high quality of service.

The job holder will be expected to be a self-starter, a good team player with strong initiative, flexibility, and enthusiasm for the international working environment of the embassy. This is a challenging but rewarding job which will allow the job holder to develop strong promotional/marketing event management skills, gain experience of supporting UK businesses, sports and culture in Japan.

The main responsibilities of the role are in the following three areas:

  1. Event Logistics – Co-ordinate with various Embassy sections to organise promotional events held on Embassy premises.
  2. Resource and General Administration – Provide a wide range of administration support to the Ambassador, the Head of CET and the wider team including management of staff, finance, diary/schedule and facilities.
  3. Deputise for the Head of CET

Roles and responsibilities:

Event Logistics Management:  60%

  • Act as the first point of contact for a range of internal and external events and lead professional logistics support to organisations who wish to hold events in the Ambassador’s Residence and other Embassy facilities including conducting preview meetings, setting up cost estimations, completing an event agreement, processing approvals for invitations/guest lists, confirming catering/layout plan/time table/ security/cleaning arrangements and responding to related enquires from organisers.
  • Create monthly reports regarding events that have been held and/or are forthcoming and feedback from organisers and guests.
  • Review and update the event guidance/policy as necessary and ensure user-friendly and efficient event procedure.
  • Monitor income achievement, recommend adjusting the number and size of events to ensure adherence to forecast budget.

Resource Management and General Administration: 40%

  • Manage the budget covering events payments, issue invoices, deliver value for money, and ensure a clear audit trail.
  • Manage procurement process, requisitioning and budget profiling.
  • Co-management of the CET calendar with the Head of CET.
  • Line management of one member of staff (A1(L)).
  • Deputise for the Head of CET in absence.
  • Professional event organisation experience and skills often dealing with multiple promotional events at the same time
  • Strong interpersonal skills and be a self-starting and confident person
  • Strong computer skills - Outlook, Microsoft Word, Excel, Access database
  • Efficient administration skills and experience of event schedule management
  • Experience in working in an English and Japanese speaking environment
  • Experience in working in PR/Marketing, customer relations and/or hospitality service
  • Track record of effective communication, personal responsibility and collaborative working
  • Track record of personal development, flexibility and responsiveness.  
  • Commitment to corporate goals and values.
  • Personal discretion with dealing with VIPs
  • Knowledge of or strong interests in British business, culture, sports and lifestyle.
  • Experience in living in the UK.
  • Staff and budget/project management experience.
12 March 2019
Administrative Officer (AO)
Full-time, Permanent
37.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
323,000
7 May 2019
  • 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)
  • 24 days paid annual leave (calculated pro rata)
  • Health Insurance and Employee pension (kenko hoken/kosei nenkin)
  • Employment Insurance (koyou hoken)
  • 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.

The applicant must have work authorisation for Japan however if a foreign national, the British Embassy/Consulate General will support a visa application if required.

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 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.