JPN (Tokyo) - Corporate Services Officer, AO (Maternity Leave Cover)

1ヶ月前

Tokyo Foreign, Commonwealth & Development Office jobs.contract_type_full_time, Fixed term, with possibility of renewal
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 Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory Protocol, Visits and Events Job Description (Roles and Responsibilities)

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 provides protocol support to diplomats posted from the UK to Japan. This is a unique role, which requires you to communicate with our diplomats and MOFA counterparts on a daily basis, and to collaborate with relevant Embassy colleagues and our facilities management provider. We seek a generalist who can deliver a quality service at pace with attention to detail. The jobholder will work within defined rules, guidelines, regulations and policies provided and should be confident in problem solving within those guidelines, or in referring issues upwards where appropriate.

Once the job holder is established in the role there will be opportunities to develop skills in other areas of corporate services. Working closely with the Deputy Head of Corporate Services, the jobholder will collaborate with other team members to deliver the whole range of corporate services, from finance to health and safety.

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:

Diplomatic Staff (UK based staff) Arrival & Departure Assistance

  • Engage with UKBS who will arrive in Japan within next 6 months and ensure our diplomats are well informed and their arrivals are as smooth as possible.
  • Handle protocol related tasks such as visa, accreditation, unaccompanied airfreight, heavy baggage, driving licence, and vehicle registration.
  • Support their end of posting as well.

    • General Protocol Assistance

  • Create Notes Verbale and fill in forms to endorse various protocol requests for around 50 UKBS during their posting to Japan.
  • These include but are not limited to: Work permission for UKBS spouses, diplomatic vehicle registration and deregistration, Custom Tax Exemption (kangi) for diplomatic cargo, petrol coupons, and so on.
  • Handle protocol related queries from both the UK and Japanese side, and provide linguistic support to get the right answers, with basic understanding about technical elements including Vienna Convention.

    • Move-in-Move-out (MIMO)

  • Check accomodation lease contracts for negotiations and changes to mitigate risks to an acceptable level.
  • Engage with our facilities management provider JLL and monitor progress to ensure MIMO procedures are administrated in line with the accommodation guidance and policy.
  • Help to resolve issues with JLL, diplomats, and management when these arise.

    • Other Corporate Services

  • Work on wider Corporate Services agenda.
  • Work on your personal development.

    • All staff in the Japan Network are required to have a corporate objective and make a wider contribution to the Japan Network, whether through membership of a committee or project delivery.

    Resources Managed (Staff and E xpenditure): N/A

    Essential qualifications, skills and experience
  • Over 1 year working experience
  • Educational background: Bachelor's degree or above
  • IT skills: Microsoft Excel, Word, PowerPoint, Teams, Outlook

    • Language Requirements:

  • Japanese and English
  • Level of language required: Fluent Japanese and business level English (TOEIC score 900 or above) or vice-versa
    • Desirable qualifications, skills and experience Working experience in Diplomatic Mission/Central Government/Local Government Required behaviours Changing and Improving, Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together Application deadline 6 October 2024 Grade Administrative Officer (AO) Type of Position Full-time, Fixed term, with possibility of renewal Working hours per week 37.5 Region Asia Pacific Country/Territory Japan Location (City) Tokyo Type of Post British Embassy Number of vacancies 1 Salary Currency JPY Salary JPY 410,279 per month Type of Salary monthly Start Date 1 November 2024 Other benefits and conditions of employment

    This is a fixed term maternity leave cover role until end of August 2025, with possibility of extension.

  • 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 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, and the possibility of a job share arrangement, subject to agreement with management. Office attendance is required at least four days per week to process in-person tasks. Working from home is possible one day per week.

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

    The FCDO also operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.

    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.

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