View Vacancy - JPN (Tokyo) - Deputy Head, Corporate Entertainment Team
Main purpose of job:
This is a full time position in a busy, rewarding environment. The main responsibilities are to:
- Plan and deliver business hospitality and other events on the Embassy Compound, in liaison with Embassy Sections and the Events Manager;
- Lead on administrative duties, including finance and facility management for both the Corporate Entertainment Team (CET) and Corporate Services Team;
- Deputise for the Head, CET/Residence Manager.
The Line manager is Head, CET/Residence Manager and the Countersigning Officer is the Corporate Services Manager.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Administration and Logistics Management:
- Co-management of the CET calendar with the Head, CET
- Deal with incoming requests for use of the Residence and for CET catering
- Manage official functions and Ministerial/VIP visits
- Liaise with Embassy sections on event coordination and details
- Manage orders of stationery and other office supplies
- Deputise for Head, CET Manager including covering her absence
Financial Management:
- Manage procurement process and requisitioning
- Assist with monitoring budget spend and forecast
- Maintain the Residence events log and archive financial documents
Facility Management:
- Daily facility maintenance and quality control for the Residence facility
- Supervise CET housekeepers/stewards with cleaning and laundry tasks
Liaison work with ISS facility Management to plan and deliver maintenance work.
The successful candidate must be able to demonstrate the following key skills or experience:
- Strong computer skills – Outlook, Microsoft Word, Excel, Access database
- Experience in office administration and diary management.
- Experience in working in an English and Japanese speaking environment
- Procurement/general finance and budgeting experience.
- Facility and event management experience
- Track record of personal responsibility and collaborative working.
- Track record of personal development, flexibility and responsiveness.
- Commitment to corporate goals and values.
- Experience and/or familiarity with hospitality service industry
- Staff and budget/project management experience
Benefit package includes:
- The job is being offered on a permanent contract subject to a 6-month probation period.
- Working hours: Monday to Friday, generally 0900-1730 with flexible working opportunities and occasional out of hours working required
- Salary of JPY276000 per month with 1 month 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)
- Excellent training and development opportunities
- Work-related travel in Japan/the region/to the UK
No accommodation or relocation expenses are payable in connection with this position.
All applications must be received before 23:55 on 28 September 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.
Interviews for this position will commence during the week of 16 October 2017.
The successful candidate should be able to start as soon as possible.
This opportunity is closed to applications.