The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. Job Category 1 Department for Business and Trade roles (DBT) Job Subcategory 1 Department for Business and Trade (DBT) Job Description (Roles and Responsibilities) 1

Main Purpose of Job:

This is an exciting and rare opportunity to be on the frontline of the UK's presence at Expo 2025. The Executive Assistant is responsible for managing the programme, diary and information flows to and from the UK Commissioner General during the period leading up to and during Osaka Kansai Expo 2025 and from early 2025 to provide similar assistance to the UK Pavilion Director.

What the Jobholder will be Expected to Achieve:

Working with a range of senior figures from the UK, Japan and internationally, the jobholder will be expected to liaise confidently and effectively with them to assist the CG (and later Pavilion Director) in their role. Specific expectations of the jobholder include:

To manage programme and diary of UK Commissioner General during the period leading up to and during the Osaka Kansai Expo 2025, including organising meetings, travel, transport and accommodation, as necessary.

From 2025 provide similar support to UK Pavilion Director, and, where required, diary support for their respective deputies.

Lead on travel arrangements, organisation of meetings and ensuring all communication is received and actioned accordingly.

Act as a first point of contact: dealing with correspondence and phone calls.

Prepare a first draft of short speeches and routine correspondence (in English and Japanese)

Liaise with internal and external stakeholders to commission and review briefing and speeches for the Commissioner General's engagements, ensuring they are received in a timely manner, produced to a high standard, and reflect the CG's priorities and style.

Provide support on other ad hoc administrative duties in the lead up to and during Expo 2025, working closely with the PA to the Consul General role.

Monitor and report on travel and entertainment budgets for CG and Pavilion Director.

Ensure effective knowledge management for CG's office, including management of databases and document filing.

Resources Managed (Staff and E xpenditure):

Monitoring the travel and entertainment budget for CG (and Pavilion Director), including managing information and forecasting.

Essential qualifications, skills and experience 1

Ability to use standard Microsoft IT systems (Word, Excel, PowerPoint, Teams)

Excellent time management and organisational skills with an ability to juggle multiple priorities at once

Language Requirements:

Japanese and English

Level of language required: Proficient in both English and Japanese (Japanese level must be fluent at JLPT N1 or equivalent. English level should be at least strong business level (IELTS 6.5 or above)

Desirable qualifications, skills and experience 1

Experience of working in an international environment in business or government, across different cultural boundaries.

Required behaviours 1 Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together Application deadline 1 17 May 2024 Grade 1 Administrative Officer (AO) Type of Position 1 Full-time, Fixed Term Working hours per week Duration of Post 1 12 months Region 1 Asia Pacific Country/Territory 1 Japan Location (City) 1 Osaka Type of Post 1 British Consulate General Number of vacancies 1 1 Salary Currency 1 JPY Salary 1 JPY 410,279 per month Start Date 1 1 August 2024 Other benefits and conditions of employment 1

This role is advertised as a fixed term contract until 30 November 2025.

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 and office based. 37.5 hours per week.

The British Embassy Japan Network supports and promotes flexible working. This role allows for flexibility in start and end times and hybrid working subject to the needs of the team and agreement with your line manager. But role needs to be in Osaka. During run-phase of Expo could be a need to work on a shift pattern to ensure needs of senior Pavilion staff are met.

Applicants must possess or be able to secure a local work permit.

Learning and Development Opportunities (and any specific training courses to be completed):

The British Embassy Japan Network offers comprehensive learning and development opportunities which will be fully available to the jobholder. We regularly run both work area specific training and more general skills development in project management, finance, and leadership.

All staff are required to take a role in the Consulate general'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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