Main Purpose of Job:
The Corporate Services Team 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 200 staff in Japan and provide the lead for Corporate Services policies for the Japan Network (the Embassy in Tokyo and the Consulate-General in Osaka).
The Corporate Services Officer is responsible for a wide range of tasks, including daily transportation schedule coordination, booking confirmations, driver attendance management, journey record keeping, vehicle procurement and maintenance, as well as the creation of complex transportation plans for ministerial and royal visits form the UK to Japan.
The Corporate Services Officer performs their duties in accordance with guidance and escalates irregular cases to Deputy Head of Corporate Services.
Once the job holder is established in the role there will be opportunities to develop skills in other corporate service areas. The jobholder will collaborate with team members and support the entire operation of corporate services for the business continuity.
What the Jobholder will be Expected to Achieve:
Operations:
Carry out transport operations in accordance with the UK overseas transport policy and the local policy framework of the Post (Tokyo). Specifically:
Resource Management:
Manage drivers, official vehicles, and transport-related expenses. Specifically:
Visit Support:
Other Duties:
Resources Managed (staff and expenditure):
Language Requirements:
This role requires written and spoken proficiency in both English and Japanese. Fluency (minimum of C2 level for CEFR framework*) in Japanese and business level (minimum of high B2) in English.
*Common European Framework of Reference (CEFR) for Languages sets the following mastery or proficiency levels:
This role is advertised as a 12-month fixed term contract, with possibility of extension.
Working Patterns:
The British Embassy supports and promotes flexible working as a crucial part of our inclusive offering. This role allows for flexible working e.g. start and end times, working compressed hours, working remotely on one day a week, and the possibility of a job share arrangement, subject to agreement with management.
Occasionally, there are flight delays, VIP or accident handling, etc that require attention outside of business hours. You will receive time off in lieu or overtime enhancement as appropriate for any additional hours that you work.
This role will be offered pending successful reference and security checks and is subject to the appropriate permissions to work. Staff recruited locally by the British Embassy Tokyo is subject to Terms and Conditions of Service according to local Japan employment law.
No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in Japan with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
The FCDO operates an agile approach to delivery. To facilitate an agile workforce, you may be required to undertake other duties from time to time as we may reasonably require.
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.
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.
