British Embassy
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View Vacancy – JPN (Tokyo) – Residence Administrator, AO
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Protocol, Visits and Events
Main Purpose of Job:
The Residence Administrator fulfils a core role in the busy Ambassador’s Residence at the British Embassy in Tokyo, coordinating the management and maintenance of facilities, supporting staff with IT and branding requirements, and contributing to event delivery.
What the Jobholder will be Expected to Achieve:
This is an exciting opportunity to take on a central role in the busy Ambassador’s Residence, which will allow the jobholder to develop strong organisational, marketing, project and event management skills. This is a new role, which will require flexibility and enthusiasm as it becomes established within the team. You will gain experience in supporting the Embassy’s objectives and working with all sections across the UK’s Japan Network. You will be part of the Corporate Entertainment Team (CET), deputising for the Head of CET, and working closely with the Executive Chef, and Head Steward, as well as the other chefs and stewards.
We are a busy network and hold a large number of high-level diplomatic events throughout the year, including large garden parties, formal dinners, business functions, and seminars, as well as hosting frequent visits by government VIPs from the UK.
In the role, you will be expected to:
40% – Residence Administration
- Ensure Residence regular and annual maintenance is carried out, including liaising with suppliers and the Ambassador.
- Manage contract with cleaning company to ensure housekeepers clean the Residence to high standards.
- Manage provision of flowers and the Christmas tree.
- Ensure provision of specialist office supplies.
- Complete and maintain inventories – food, drinks, silverware, crockery, art, crisis stores (including returning / disposing of items no longer required) for annual sign-off by the Ambassador.
- Work with Health & Safety Officer, Security Manager, and Diversity & Inclusion Committee to ensure compliance and accessibility of the Residence and events.
- Manage Residence accommodation (3x VIP visitor bedrooms).
40% – Event Administration
- Monitor budgets for Corporate Entertainment Team and Income Generation events, working closely with events officer, lead teams and Head of CET.
- Support management of the busy Residence diary, including by managing booking of meetings in the Residence’s Library and Garden Room.
- Perform procurement activities in support of major events, in particular the largest event: the annual “King’s Birthday Party”.
- Provide a range of effective administrative support to the Corporate Entertainment Team, including managing the printing of menu card, place cards, and seating plans, liaising with lead teams for each event.
10% – Audio Visual and IT Support
- Provide audio-visual and IT support for events, including through upskilling colleagues to self-service where possible and working with Embassy IT team.
- Support an ongoing project to improve microphone facilities.
- Liaise with Embassy estates project team to ensure Residence requirements are captured (for temporary Residence and permanent refurbishment) and plans are in place for any Residence closedown period.
10% – Branding
- Develop the Residence “brand” in support of the British government’s work in Japan, centred on excellence, working with event organisers and the marketing team to ensure consistency.
All staff are also expected to contribute to corporate activities including crisis response.
The successful candidate will be a well-organised self-starter and good team player with strong initiative, flexibility and enthusiasm, communications and IT skills and will work closely with the Ambassador’s Private Office team, the Visit and Events team, and across the wider network.
Resources Managed (staff and expenditure):
- Jobholder will have oversight of expenditure on various elements of Residence upkeep and events.
- Strong interpersonal skills – being able to work in a team and quickly build relationships with colleagues, including senior diplomats, contractors, and external suppliers
- Strong time management and prioritisation skills, including carrying out multiple tasks with competing deadlines
- Discretion when dealing with VIPs
- Strong numeracy skills, including the ability to work with data, spreadsheets, and budgets
- Evidence of strong organisational skills and experience of logistics (either event planning, office management, or similar)
- Ability to quickly develop new skills, including budgeting and calendar management
- Strong IT skills Confidence with IT, in particular MS Office, including Excel, OneNote, Teams, or similar, as well as. experience using printers, and handling databases
- Experience in working in an English and Japanese speaking environment
- Strong desire to provide an excellent service in the Ambassador’s Residence
Language Requirements:
- Japanese and English
- Level of language required: Business level fluency in English and Japanese
- Technical knowledge of audio-visual systems including virtual and hybrid meetings
- Event organisational experience, including dealing with multiple events at the same time
- Experience managing handling budgets., using printers, and handling databases
- Experience in working in PR/marketing, graphic design, customer relations and/or hospitality service
- Experience living in the UK, and/or knowledge of strong interest in British business, culture, sports and lifestyle
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Working Together
1 March 2024
Administrative Officer (AO)
Full-time, Permanent
37.5
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
JPY 410,279 per month
1 May 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:
Normal working hours are 37.5 per week, with at least four days per week working from the office.
The Japan Network supports and promotes flexible working as part of our inclusive offering. This particular role allows for flexibility in start and end times, working remotely one day a week, and the possibility of compressed hours (9-day fortnight).
This role requires flexibility to sometimes work outside of conditioned hours e.g. during Ministerial visits and Embassy events.
Applicants must be able to secure a local work permit.
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 jobholder 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.
This role is part of a hard-working and talented team, working with senior diplomats. The jobholder will learn about all areas of diplomatic and international affairs from working daily with talented and committed people.
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.
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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