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View Vacancy – JPN (Tokyo) – Events and Hospitality Officer, AO
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Foreign, Commonwealth and Development Office (Operations and Corporate Services)
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Protocol, Visits and Events
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Main Purpose of Job:
The Events and Hospitality Team at the British Embassy Tokyo delivers a diverse programme of events that advance the UK’s strategic objectives in Japan.
As an Events and Hospitality Officer, you will support colleagues across the Japan Network to design, plan and deliver events that are impactful, well-run and cost-effective. You will provide guidance and practical input to event leads and, for selected high-profile events including the annual King’s Birthday Party, take ownership of key elements of event logistics.
Working as part of a fast-paced and collaborative team, you will help resolve operational challenges, strengthen event capability across the network, and contribute to clear and efficient systems that enable consistent delivery.
Day to day, you will work in close coordination with the Events and Hospitality Manager, two other Events and Hospitality Officers, chefs, stewards, the Ambassador’s Private Office and other corporate teams to ensure events are delivered smoothly.
What the Jobholder will be Expected to Achieve:
Events delivery and logistics (50%)
- Support event lead officers across different departments through event design, planning and delivery. Act as their main point of contact, representing the Events and Hospitality Team, and coordinate logistics across the chef and steward teams.
- Create cost estimates and monitor event budgets.
- Provide AV/IT support.
- Produce event materials such as menu cards.
- Lead logistics for selected events (e.g. Income Generation, King’s Birthday Party, events attached to VVIP visits).
- Procure event-related goods and services, in line with UK Government policies and procedures.
- Deputise for the Events and Hospitality Manager when required.
Building capability and supporting people (25%)
- Develop capability in agreed focus areas within event and hospitality work (e.g. Income Generation, CRM usage, major event planning, venue administration).
- Deliver training and engagement sessions to strengthen event capability across the Japan Network.
- Troubleshoot issues and provide practical advice/input to help departmental event leads resolve problems effectively.
- Maintain a curated list of external venues and produce usage guidance.
- Contribute to a respectful, collaborative and resilient environment in the Events and Hospitality Team.
- This role may include line management of stewards.
Improving systems and processes (20%)
- Maintain standard event formats, invitation templates and other user-friendly guidance materials, including for Income Generation.
- Collaborate with Private Office, Security, Estates and Finance to ensure compliant and efficient event flows.
- Collate event data to inform resource allocation and planning.
- Collect feedback to improve formats and processes.
Corporate contributions and crisis preparedness (5%)
- Take on corporate tasks and roles that contribute to Japan Network objectives, proactively working with members of other teams.
- Contribute to the Embassy’s crisis preparedness and response.
Resources Managed (staff and expenditure):
- This role may include line management of up to three stewards
- Support the team lead in managing event finance and procurement processes
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- Experience in planning and organising events
- Project management skills (coordinating tasks, timelines and stakeholders)
- At least 2 years’ experience carrying out administrative tasks
- Strong interpersonal skills, with the ability to work well in a team and quickly build relationships with stakeholders
- Ability to communicate confidently in English and Japanese
- A customer-focused approach, with the ability to understand user needs and deliver a high standard of service in a fast-paced environment
- Proficiency in Microsoft Office applications (e.g. Excel, PowerPoint, Word, Outlook)
- Ability to learn and use new systems and tools quickly (e.g. CRM systems, audio-visual equipment), with experience of, or a strong interest in, adopting new technologies
- Strong problem-solving skills, with the ability to troubleshoot issues and adapt quickly in a live event environment
- Discretion when working with VIPs and sensitive information
Language requirement:
This role requires written and spoken proficiency in both English and Japanese. fluency (minimum of C2 level for CEFR framework*) in one language and business level (B2) in the other.
*Common European Framework of Reference (CEFR) for Languages sets the following mastery or proficiency levels:
- C2: Can understand with ease virtually everything heard or read. Can summarise information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation. Can express themself spontaneously, very fluently and precisely, differentiating finer shades of meaning even in more complex situations.
- B2: Can understand the main ideas of complex text on both concrete and abstract topics, including technical discussions in their field of specialisation. Can interact with a degree of fluency and spontaneity that makes regular interaction with native speakers quite possible without strain for either party. Can produce clear, detailed text on a wide range of subjects and explain a viewpoint on a topical issue giving the advantages and disadvantages of various options.
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- Experience working in an Embassy or similar international or government environment
- Experience monitoring and managing budgets
- Experience working in public relations, marketing, customer relations or a similar stakeholder-facing role
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Changing and Improving, Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together
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21 July 2026
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Administrative Officer (AO)
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Full-time, Permanent
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37.5
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Asia Pacific
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Japan
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Tokyo
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British Embassy
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1
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JPY
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JPY 462,200
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monthly
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1 October 2026
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- 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:
The British Embassy supports and promotes flexible working as a crucial part of our inclusive offering. This role allows for flexible working e.g. start and end times, working compressed hours, working remotely on one day a week, and the possibility of a job share arrangement, subject to agreement with management.
This role will be offered pending successful reference and security checks and is subject to the appropriate permissions to work. Staff recruited locally by the British Embassy Tokyo is subject to Terms and Conditions of Service according to local Japan employment law.
No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in Japan with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.
Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.
The FCDO operates an agile approach to delivery. To facilitate an agile workforce, you may be required to undertake other duties from time to time as we may reasonably require.
Learning and Development Opportunities:
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.
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Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
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.
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.
To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined.
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.
Please ensure that your application is authentically written based on your own experiences. If AI tools are used, their usage must only be limited to specific tasks such as ensuring formatting consistency and keyword relevance. The core content, personal narratives, and responses to behaviour and skill-based questions must genuinely reflect your professional journey, experiences, and achievements. We place great importance on originality and individual effort throughout the application process. Any form of plagiarism will result in immediate disqualification.
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.
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