View Vacancy - JPN (Tokyo) - Corporate Services 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Protocol, Visits and Events

Main Purpose of Job:

Corporate Services is the “engine room” of the Embassy, providing a broad range of essential services to support delivery of British Government objectives in Japan. We provide services to around 160 staff from 7 Government Departments (Partners Across Government - PAGs) in Japan and provide the lead for Corporate Services policies across both posts in the Japan Network (the Embassy in Tokyo and the Consulate-General in Osaka).

The Corporate Services Officer provides protocol support to diplomats posted from the UK to Japan. This is a unique role, which requires you to communicate with our diplomats and MOFA counterparts on a daily basis, and to collaborate with relevant Embassy colleagues and our facilities management provider. We seek a generalist who can deliver a quality service at pace with attention to detail. The jobholder will work within defined rules, guidelines, regulations and policies provided, and should be confident in problem solving within those guidelines, or in referring issues upwards where appropriate.

Once the job holder is established in the role there will be opportunities to develop skills in other areas of corporate services. Working to the Deputy Corporate Services manager, the jobholder will collaborate with other team members to deliver the whole range of corporate services, from HR to health & safety.

This role will appeal to a candidate who is willing to develop and improve services creatively and innovatively, adapt to new circumstances by continuous learning, engage and collaborate with wider stakeholders, work quickly and accurately, and focus on making the most impact in a busy working environment.

What will the Jobholder be Expected to Achieve:

UK based staff (UKBS) Arrival & Departure Assistance

  • Engage with UKBS who will arrive in Japan within next 6 months and ensure our diplomats are well informed and their arrivals are as smooth as possible.
  • Handle protocol related tasks such as visa, accreditation, unaccompanied airfreight, heavy baggage, driving licence, vehicle registration, and bank account creation.
  • Support their end of posting as well.

General Protocol Assistance

  • Create Notes Verbales and fill in forms to endorse various protocol requests for around 40 UKB during the Posting.
  • These include but not limited to: Work permission for UKBS spouses, diplomatic vehicle registration and deregistration, Custom Tax Exemption (kangi) for diplomatic cargo, petrol coupons, and so on.
  • Handle Protocol related queries from both the UK and Japanese side, and provide linguistic support to get the right answers, with basic understanding about technical elements including Vienna Convention.

Move-in-Move-out (MIMO)

  • Engage with our facilities management provider JLL and monitor progress to ensure MIMO procedures are administrated in line with the accommodation guidance and policy.
  • Help to resolve issues with JLL, diplomats, and management when these arise.

Other Corporate Services

  • Act as a secretariat to the one-HMG group.
  • Work on wider Corporate Services Team taskings as assigned by CSM/DCSM. Examples are Visa and Vaccination related support.
  • Work on your personal development.
  • All staff in the Japan Network are required to have a corporate objective and make a wider contribution to the Japan Network, whether through membership of a committee or project delivery.
  • Over 1 year working experience
  • Educational background: Bachelor's degree or above
  • IT skills: Microsoft Excel, Word, PowerPoint, Teams

Language Requirements:

  • Language: Japanese and English
  • Level of language required: Fluent Japanese and business level English (TOEIC score 900 or above) or vice-versa.
  • Working experience in Diplomatic Mission/Central Government/Local Government.
Changing and Improving, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together, Developing Self and Others
10 December 2022
Administrative Officer (AO)
Full-time, Permanent
37.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 361,591
1 February 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 5 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, and the possibility of a job share arrangement, subject to agreement with management.

Office attendance is required at least three days per week to process in-person tasks. Working from home is possible for one-two days per week.

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.