View Vacancy - JPN (Tokyo) - Corporate Services Officer, AO

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)
Finance

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 will lead the provision of transport services for the Embassy, from day-to-day arrangements for the Ambassador and Embassy staff to important visits by government ministers and other VIPs. Alongside the transport duty, the Corporate Services Officer will have accounting duties for the Network, focusing on both cash management and coordination with sections of the Embassy to resolve any payment issues that arise. 

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 (DCSM), 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.

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

Cash Management (20% of your time)

  • Maintain the Network Post Accounting spreadsheet to record all cash transactions, and balance the NPA cash box.
  • Monitor local bank account balance, liaise with the bank to receive income, and arrange cheque for offline payment. 
  • Review and approve online payment registered by the Global Transaction Processing Centre (GTPC) in Manila. Liaise with the GTPC to clear any outstanding items such as invoices on hold. 
  • Monitor daily exchange rate fluctuation and inform any major changes to the UK counterpart.

Finance Training (20 % of your time)

  • Provide finance orientation to new starters, and refresher training to existing staffs, supported by training team in GTPC.
  • In light of the launch of the new HR and finance online system Hera in July 2022, circulate guidance and coordinate training, supported by Hera team in London.

Transport Services (20% of your time)

  • Manage day-day operations of the transport sub-team and drivers’ working hours. Supervise administrative tasks performed by three drivers including transport bookings, journey records, and vehicle maintenances.
  • Work within a framework of UK overseas transport policy, and established guidance in the Japan Network. When circumstance changes such as covid, review the policy, practice, procedure with DCSM to provide up to date services.
  • Arrange official vehicles’ purchase and sales, as well as registration and deregistration with the Ministry of Foreign Affairs (MoFA). 
  • Carry out other duties required for the smooth operation of the Embassy transport services.

Visit (20% of your time)

  • Work closely with Visit Leads to deliver a number of VIP/VVIP visits throughout the year.
  • Provide advisory services to colleagues to finalise the transport element of the visit programme together, and arrange airport passes/badges as needed. Lead transport planning and delivery for possible VVIP visits.

Other corporate services (15% of your time)

  • Work on Wider Corporate Services Team Themes as being assigned by CSM/DCSM. Examples are Visa and Vaccination related supports.
  • Work on your personal development
  • Make wider corporate contributions, including to crisis preparedness and response.

Resources managed (staff and expenditure): 

Line manage three drivers

  • Over 1 year working experience in the corporate services field or over 3 years working experience in other field
  • Basic IT skills (Excel, Word, PowerPoint, Microsoft 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.

  • Over 3 years working experience in the corporate services field
  • Experience of managing/coaching/mentoring others 
  • Japanese Driving Licence
  • Basic accounting skills e.g. Boki 3rd grade
Changing and Improving, Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together, Developing Self and Others
29 September 2022
Administrative Officer (AO)
Full-time, Permanent
37.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 361,591
7 November 2022
  • 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:

  • FCDO on-line learning courses
  • Embassy learning and development fund available for bids for non-job specific training

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, remote working e.g. three days per 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 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.