JPN (Tokyo) – Corporate Services Officer, AO (Maternity Cover)

Job Description

Job title: JPN (Tokyo) – Corporate Services Officer, AO (Maternity Cover)

Company: HM Government

Job description: 1Main Purpose of Job:Corporate Services 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 180 staff from 7 Government Departments (Partners Across Government – PAGs) in Japan and provide the lead for Corporate Services policies across both posts in 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 (UKBS) 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 accommodation 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 expenditure): NoneEssential qualifications, skills and experience 1

• 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
• Fluent Japanese and business level English (TOEIC score 900 or above) or vice-versa

Desirable qualifications, skills and experience 1Working experience in Diplomatic Mission/Central Government/Local GovernmentRequired behaviours 1Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working TogetherApplication deadline 121 April 2024Grade 1Administrative Officer (AO)Type of Position 1Fixed Term, Full-timeWorking hours per week 137.5Duration of Post 112 monthsRegion 1Asia PacificCountry/Territory 1JapanLocation (City) 1TokyoType of Post 1British EmbassyNumber of vacancies 11Salary Currency 1JPYSalary 1JPY 410,279 per monthStart Date 11 June 2024Other benefits and conditions of employment 1This role is advertised as a maternity cover, fixed term contract until 31 May 2025.The job is guaranteed for a full year by 30 April 2025 (minimum employment duration).

• 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 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 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 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.Additional information 1Please 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 , 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.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.Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

Expected salary:

Location: United Kingdom

Apply Now