View Vacancy - JPN (Tokyo) - Administrative Officer (Part-Time), AA
Main purpose of job:
The Political Section are looking for an Administrative Assistant to provide administrative and budget management support. The jobholder will provide support in three key areas: budget management, logistic and research support, and corporate work. You will be expected to manage the section’s spending and prompt the team when necessary. On logistics, you will work with the Political Section and Visits teams to provide ad hoc support e.g. transport arrangements; setting up meetings with external stakeholders; office management; new staff admin induction; and general administrative support. There will also be opportunities to undertake bespoke research projects.
Roles and responsibilities / what will the jobholder be expected to achieve?:
1. Budget Management (45%)
As a budget monitor, report and manage the section’s spending, remind the team of necessary actions in a timely manner, raise any concerns such as underspends / overspends to the budget manager when necessary. Work with Corporate Services Team when returning budget/asking for funding/profiling budgets at the start of the financial year.
2. Logistic and research support (45%)
Provide the team with ad hoc logistical and research support. Flexible and wide range of bilingual support expected, including:
- transport & venue arrangements
- setting up meetings with external contacts.
- liaison with other sections over the course of visits and events to help deliver event objectives.
- office management - stationery and office supply orders/inventories
- new staff admin induction and support
- ad hoc research requests for team members
3. Corporate Work (10%)
Corporate work including crisis work that contributes to the Japan network. Examples include participation in the Wellbeing team, Learning and Development Groups, Country Based Staff association.
- Knowledge/experience of budget management
Language: Japanese and English
Level of language required: Fluency in English and TOEIC score of 950 and above minimum of JLPT N1.
- Foundation level Microsoft Office skills
- 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)
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.
22.5 hrs/week. Depending on jobholder’s preference, it can be 3 or 4 days.
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 remote working (for agreed periods), 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.
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.