British Embassy
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View Vacancy – JPN (Tokyo) – Corporate Services Officer, AO
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Finance
Main Purpose of Job:
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 190 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 will have accounting and procurement duties for the Network, focusing on both cash management and coordination with sections of the Embassy to resolve any Purchase-to-Pay (procurement) issues that arise.
Once the job holder is established in the role there will be opportunities to develop skills in other areas of corporate services. The jobholder will collaborate with team members to deliver the whole range of corporate services, working closely with the Deputy Head of Corporate Services (DHoCS).
This role will appeal to a candidate who is willing to develop and improve services creatively and innovatively, adapt to new circumstances by continuous learning, engage and collaborate with wider stakeholders, work quickly and accurately, and focus on making the most impact in a busy working environment.
What the Jobholder will be Expected to Achieve:
Cash Management and Bank Liaison
- Manage the safe, process all cash transactions and record them on the Network Post Accounting (NPA) sheet on the day
- Liaise with local bank to acknowledge income receipts, register signatories, and process cheque payments. Monitor bank account balances and replenish it from the main overseas bank
- Approve payment budget prepared by the Global Transaction Processing Centre (GTPC) in Manila
- Monitor daily exchange rate fluctuations and fulfil reporting requirements to the UK HQ
Purchase to Pay (P2P)
- Advise frontline sections on the procurement of goods and services required for the Embassy’s operation in accordance with the FCDO rule
- Ensure frontline section staff are aware of their P2P roles and responsibilities and provide training opportunities especially for newcomers
- Approve supplier set-up applications and provide guidance on appropriate accounting procedures as well as approving forms
- Respond to staff queries and liaise with GTPC to resolve any outstanding accounting issues with responsible frontline sections and managers in line (DHoCS/HoCS) as needed
- Provide step-in support to other government departments (One-HMG partners) including Devolved Administration staff to familiarise them with the FCDO system
System Housekeeping
- Monitor FCDO Budget and Forecast Balance and liaise with each cost centre to collate narratives to interpret data and understand pressures
- Monitor Finance System (Hera) on a weekly basis to spot actions required, such as unreconciled credit card payments, invoices-on-hold and goods-received-but-not-invoiced
- Process recharges to One-HMG Partners manually through manual invoice request form, and internal recharges through Journal
Corporate Procurement
- Deliver corporate procurement with line manager and regional procurement hub
- Once platform services to be outsourced are identified, assist manager to gather user feedback on the services, as well as draft service scopes and evaluation criteria. Conduct desk-top research to identify potential bidders and invite them to bid. Provide local expertise throughout the process
- Assist contract managers by liaising with service providers to provide a control
Team Support and Others
- Allocate time for shared tasks within the team to increase the team resilience and agility
- Example of tasks are the team budget monitoring, office admin (hanko, scanning, mailing), and covering duties of another CSO
- Work on your personal development
- Make wider corporate contributions
Resources Managed (staff and expenditure): None
- Over 1 year working experience in the corporate services field or over 3 years working experience in other filed
- Basic IT skills (Excel, Word, PowerPoint, Microsoft Teams)
Language Requirements:
- Japanese and English
- Level of language required: Fluent Japanese and business level English (TOEIC score 900 or above) or vice-versa
- Over 3 years working experience in the corporate services field
- Basic accounting skills e.g. Boki 3rd grade
Changing and Improving, Making Effective Decisions, Delivering at Pace, Communicating and Influencing, Working Together, Developing Self and Others
4 February 2024
Administrative Officer (AO)
Full-time, Permanent
22.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 246,167 per month
1 March 2024
- 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).
Working Patterns:
Full-time, Job-share
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 from home for one day per week, subject to agreement with management. You will be working with a job share partner (also working 22.5 hours per week) and exact working patterns can be discussed at interview.
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 (Japan Standard Time).
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.
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.
Tokyo
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