View Vacancy - JPN (Tokyo) - Visits and Events Team Assistant, AO
Main Purpose of Job:
This is an exciting opportunity to join the Visits and Events Team for six months, supporting the delivery of high impact visits and events which help us to advance UK Government priorities in Japan.
The Japan Network holds a wide variety of dynamic events such as the annual King’s Birthday Party; and ensures the smooth delivery of visits from the UK by Ministers, Parliamentarians, and senior officials - in a way that is efficient, highly collaborative and provides good value for money.
The job holder will be working in the Visits and Events Team, based within the Political Section (Bilateral) in Tokyo, but will have the chance to work with sections across the Japan Network.
What the Jobholder will be Expected to Achieve:
Visits and Events Logistics
- Supporting the Visits Officer deliver logistical related tasks to ensure a smooth visit, including the planning of arrival/departure arrangements, transport, accommodation, finance, and security arrangements (where necessary), providing additional support to the Visit Lead on the overall programme and managing requirements from the UK.
- Supporting the Events Officer deliver logistical elements which underpin a successful event, including managing invitations and guest lists, helping to plan venue layouts, and engaging with internal and external stakeholders to identify best-value services and products.
- Work closely with colleagues across the Network in English/Japanese, and with key external stakeholders and contacts in fluent Japanese.
- Assisting reactively and accurately to fast-moving changes and requirements.
Political Bilateral Team Support
- Providing administrative and logistical support to the wider Political Bilateral team during periods when there are fewer events or visitors, including setting up meetings with external contacts, transport and venue arrangements, office management and ad hoc research requests.
The jobholder will need to be calm under pressure, able to adapt to unexpected scenarios quickly, a strong communicator (with fluent Japanese and English), and a team player with good attention to detail.
Resources Managed (Staff and Expenditure): None
- Ability to grasp new concepts quickly, organised approach to work and collaboration skills
- Proficient IT skills (Outlook, Excel, Word, PowerPoint, Microsoft Teams)
Language Requirements: Fluent Japanese and English
- Professional event/visit organisation experience
- Experience of work in an Embassy or similar
- Experience of project management or logistical planning
- Immediate availability to start in the role
This role is advertised as a 6-month fixed term contract.
- 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)
Working Patterns:
Full time and office based. 37.5 hours per week.
The British Embassy Tokyo is supportive of a range of flexible working approaches. This particular role allows for flexibility in start and end times and working remotely for one day a week. In the run up to a visit or event, this role will require flexibility to sometimes work outside of conditioned hours. The Embassy operates a TOIL (time off in lieu) system to compensate for additional hours worked during busy periods.
Applicants must possess or be able to secure a local work permit.
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.
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.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
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.
Note: All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined.
Applicants are encouraged to use the STAR (Situation, Task, Action, Result) format to prepare specific examples of when they have demonstrated these behaviours in their application. Using the STAR format to provide evidence of your skills and experience in your application and at interview helps to give a structure. You briefly describe the situation in which you showed the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.
For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender and nationality.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
This opportunity is closed to applications.