View Vacancy - JPN - Deputy Head, Corporate Entertainment Team A1(L)

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 (Residence and Support Staff)
Residence Coordinator

Main purpose of job:

To provide a wide range of hospitality for the British Ambassador, Deputy Head of Mission and other Embassy sections in Japan.  The Deputy Head, CET will work as a core member of the Corporate Entertainment Team of managers, chefs, stewards and housekeepers to deliver integrated professional service for more than 250 official functions entertaining over 12,000 guests every year.

The job holder will be expected to show strong teamwork with flexibility and enthusiasm in the international working environment. This is a challenging but rewarding job which will allow the job holder to develop event/project management skills, gain experience of supporting UK-Japan prosperity, security, UK business in Japan, investment to UK, science, culture and sports.

The main responsibilities are to:

1.      Plan and deliver business hospitality and other events on the Embassy Compound, in liaison with Embassy Sections and the Events Manager.

2.      Lead on administration duties including finance and facility for both the Corporate Entertainment Team and Corporate Services Team

3.      Deputise for the Head, CET/Residence Manager.

The Line manager is Head, CET/Residence Manager and the Countersigning Officer is the Corporate Services Manager.


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

Calendar Management and General Administration Duties: 30%

  • Co-management of the CET calendar with the Head, CET,
  • Deal with incoming requests for use of the Residence and for CET catering.
  • Manage orders of stationery, other office supplies and Residence appliances.
  • Deputise for Head, CET Manager including covering her absence.

Event Logistics Management:  30%

  • Coordinate logistics for functions and Ministerial/VIP visits.
  • Support the Embassy sections and external event organisers to prepare and deliver official functions and visits.
  • Collaborate with members of the CET to deliver the best quality of service for the best value for money.

Financial Management: 20%

  • Manage procurement process and requisitioning.
  • Assist with monitoring budget spend and forecast.
  • Maintain the Residence events log and filing of financial documents

Facility Management: 20%

  • Daily facility maintenance and quality control for the Residence facility and appliances.
  • Liaise with a local facility management team to plan and deliver maintenance work.
  • Efficient administration and diary management skills
  • Strong computer skills – Outlook, Microsoft Word, Excel, Access database.
  • Procurement/basic financial and budgeting skills.
  • Experience in working in an English and Japanese speaking environment.
  • Experience in working in customer relations and/or hospitality service/industry.
  • Experience in dealing with facility and event coordination.
  • Track record of effective communication, personal responsibility and collaborative working.
  • Track record of personal development, flexibility and responsiveness.  
  • Commitment to corporate goals and values.
  • Knowledge of or strong interests in British culture, food & drinks and lifestyle.
  • Experience in living in the UK.
  • Staff and budget/project management experience.            
25 September 2018
Administrative Assistant (AA)
Full-time, Permanent
37.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
276,000
15 November 2018

The British Embassy and UK Foreign & Commonwealth Office provides a range of training opportunities in core diplomatic and commercial skills, from networking and communication to project management. The British Embassy works closely with Embassies across the Asia-Pacific region to share experience and learning. Opportunity to travel within the region and to the UK.


Additional benefits:


·        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)


·        24 days paid annual leave (calculated pro rata)


·        Health Insurance and Employee pension (kenko hoken/kosei nenkin)


·        Employment Insurance (koyou hoken)

The applicant must have work authorisation for Japan however if a foreign national, the British Embassy/Consulate General will support a visa application if required.

Due to nature of the Residence work, flexibility on working patterns will sometimes be required - there may be occasional out of hours work in early mornings, late evenings and during a weekends.

All applications must be received before 25 September 2018 at 23:55 local time.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates.

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.