View Vacancy - JPN (Tokyo) - IT and Security Officer, Administrative Officer (Temporary Cover)
Main Purpose of Job:
The IT and Security team ensures that the embassy has a secure and effective platform to support delivery of key UK government objectives. We provide platform services to around 180 staff from 7 government departments (Partners Across Government - PAGs) in Japan and provide the lead for all IT and security policies across both posts in the Japan Network.
Reporting to the Security and IT Manager, the job holder will: provide first line, administrative and logistical support for ICT systems, and assist the Security & IT Manager with system design, development, implementation and maintenance, setup, configure and support ICT and audio-visual systems used during internal events and those held by external partners.
The job holder will also assist in the smooth running of various security processes for the embassy, including monitoring of staff and guard compliance, processing security requests for events, and creating purchase orders to replenish stocks.
This role requires current UK government security clearance to CBS OFFICIAL-SENSITIVE.
What will the Jobholder be Expected to Achieve:
ICT Support
- Provide first line support for users on ICT and telephone systems
- Proactively maintain systems, reporting incidents and degradations in performance promptly to the UK Helpdesk
- Provide general IT admin support including maintaining user accounts, shared mailboxes and distribution lists
- Rebuild desktops and laptops
- Identify ICT requirements of new starters, configure accounts, procure and deploy equipment as needed, and provide an IT induction
- Maintain the Inventory of IT and audio visual equipment
- Provide logistical support for distributing, returning and decommissioning ICT equipment
- Play an active role in business continuity planning
- Play an active role in our Knowledge and Information Management strategy
- Raise purchase orders and enter expenditure data into our financial management tools
- Assist the Security & IT Manager in developing, designing, configuring and maintaining audio visual systems, ICT systems and IT networks
- Assist the Security & IT Manager in reviewing and procuring hardware and services for audio visual systems, ICT systems and IT networks
- Contact local suppliers regarding contracts or troubleshooting of internet connections, mobile and landline phones, and other services
Event Support
- Work with Embassy colleagues and external partners to understand the IT, audio and visual requirements for events
- Setup and troubleshoot audio visual components including projectors, displays, audio mixers, microphones, simultaneous interpretation systems and cabling
- Train users throughout the embassy on how to effectively and safely use the AV equipment
- Configure laptops to work with audio visual systems
- Thoroughly test audio visual systems at regular intervals
- Provide technical support and troubleshoot issues during internal events if required
Post Security Management – deputising for Security & IT Manager
- Assist with preparation and collation of personal information for initial and renewing of security clearances
- Liaise with facilities management provider and security guarding company to ensure performance measures are recorded.
Resources Managed (staff and expenditure): N/A
- Knowledge and experience of working with a wide range of professional grade audio visual technologies, standards, system components and cabling
- Ability to identify potential issues during audio visual and IT setups and work to minimise them
- Ability to remain calm under pressure and quickly troubleshoot audio visual and IT issues that may arise during live events
- Experience in configuring and troubleshooting Windows 10 devices
- Experience in using and troubleshooting Microsoft Office desktop and web apps
- Familiarity with Windows client, Windows Server and network architecture (for example, Active Directory, DHCP, DNS, IP addressing, domains, NTFS file systems)
- Good understanding of computer and network hardware components
- Ability to work flexibly
- Ability to work under pressure
Language Requirements:
- Language: Fluent in either English or Japanese, with business level ability in the other language.
- Proficient in configuring and troubleshooting Apple iOS platforms
- Hardware support and troubleshooting experience
- Professional IT qualifications and certifications
- 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).
This is a temporary cover role (monthly renewable for the period of absence).
Applicants must be able to secure a local work permit.
Working Patterns:
The Embassy is very supportive of a range of flexible working approaches, including working from home for up to 3 days a week, outside of visits. In the period leading up to and during visits, the successful candidate will be expected to work from the office as needed, including outside of regular hours.
The job holder should be willing to work flexibly and occasionally outside core hours to support events. The embassy is open to flexible working requests, including compressed hours or alternative working hours. Candidates can discuss in detail with the hiring manager.
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 five 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.
This opportunity is closed to applications.
