View Vacancy - JPN (Tokyo) - Part Time Community Liaison 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)
Private Office

Main Purpose of Job:

The Community Liaison Officer (CLO) works closely with Post Management for the well-being of all staff in the Japan Network across our offices in Tokyo and Osaka, and their primary function is as an advocate for and provision of support to diplomats and their families on family and community issues, principally in the areas of information gathering, welfare and communication. 

What will the Jobholder be Expected to Achieve:

Within the Japan Network there are two part-time CLOs who work together as a team to provide support throughout the whole week. Each job holder will be involved in all of the work outlined below, but the lead for particular elements will be agreed between the line manager and the CLOs.

  • Information gathering for diplomats and their spouses/partners and families. To include information primarily on spouse/partner employment at Post; children's education (through completion of separate HR School and Nursery Information Sheets of authorised schools at Post); a comprehensive information pack on childcare at post, feedback on adult education; career and training opportunities; single officer and foreign born spouse/partner issues; recreational facilities; social matters; and completion of DSFA Spouse and Partner Annual Employment Report.
  • Welfare at post. Welcome all staff on posting/temporary duty/flexible deployment and accompanying families to ensure as smooth an integration as possible into the life of the Post community; following up to check that the settling in process is working; being a source of referral and support where questions, problems and difficulties arise; providing short Post community induction. CLOs are not expected to be medically trained and have no medical responsibility.
  • Advocate for diplomats and families. Address issues of importance with Post Management, including as their representative on management boards, evacuation/contingency planning and housing committees, and as the chief link between Post and DSFA in London.
  • Language officer. Work within the Japan Network language team ensuring that diplomats on pre-posting language training receive the support they need, that additional language training is provided for diplomats and spouses, that data returns are completed on time, and that a contract is in place for an in-country language provider. This role will require use of the FCDO’s financial systems and involve work on budgets and invoicing.
  • Communicating effectively on community and social matters across Post to all staff and receive notification of staff arrivals/departures. The CLO should advertise details of DSFA career support services and courses to eligible diplomatic spouses/partners at Post. CLO is expected to establish a form of communication for staff and spouses/partners across Post, such as a WhatsApp group, in accordance with the FCO social media policy.
  • Information management. Specifically of Post Welcome Pack, CLO homepage on Post’s Intranet/SharePoint site, input to update and review of Post Report and Fact Sheet; management of domestic equipment float. CLOs should be accessible and able to provide information in areas including pre-Posting information, spouse/partner employment at Post; child and adult education, childcare, recreation facilities and training opportunities.
  • Emergency planning. The CLO must be aware of and involved in any Post contingency and evacuation plans. All CLOs should complete the Crisis Preparedness Management eLearning on GLO.

Resources Managed:

Oversight of the languages expenditure at post, working with the language's teams at post and in London.

  • Strong interpersonal skills and be a self-starting and confident person
  • Strong computer skills - Outlook, Microsoft Word, Excel 

Language Requirements:

  • Japanese and English
  • Level of language required: Fluent Japanese language and at least business-level English
  • Efficient administration skills
  • Experience working in an English speaking environment
Managing a Quality Service, Communicating and Influencing, Working Together
14 June 2023
Administrative Officer (AO)
Part-Time, Fixed term, with possibility of renewal
20
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 205,345 per month
28 August 2023

The role is advertised on a Part Time, Fixed-Term contract with possibility of renewal.

  • 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).

Applicants must be able to secure a local work permit.

Working Patterns:

Part time and office based. 20 hours per week. 

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, working compressed hours and working remotely for one day a week, subject to agreement with management.

Learning and Development Opportunities (and any specific training courses to be completed):

  • FCO e-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.

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.

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.

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.

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.