Osaka
/*generated inline style */
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
/*generated inline style */
Protocol, Visits and Events
/*generated inline style */
Main Purpose of Job:
Deputy Head an expanded Visits and Events Team covering the Japan Network (British Embassy Tokyo and British Consulate General Osaka). This role will lead on the delivery of impactful events and visits to Osaka in the run up to and through the period of Expo 2025, to enable the Japan Network to deliver on UK Government priorities in a way that is efficient, collaborative, provides good value for money and maximises the benefits for the UK of our participation in Expo 2025. The role will also work with the wider Visits and Events team to on delivery of visits and events elsewhere in Japan, ensuring consistency and agility of approach.
What the Jobholder will be Expected to Achieve:
This is an exciting opportunity to take on a central role in the busy Japan Network. Delivering smooth visits by VIPs, ministers and senior officials and impactful events is a core part of our work and crucial in enabling the Network to deliver on UK Government priorities.
The UK-Japan relationship is the strongest it has been in decades. Prime Minister Starmer has reaffirmed the UK’s commitment to the Hiroshima Accord that further enhances our Global Strategic Partnership. As such we are a busy Network and have a wide variety of high-level visitors and dynamic events. In 2023 we saw over 20 ministerial visits, including the Prime Minister and two visits by the Foreign Secretary, amongst others, for the Japanese-hosted G7. We expect even more for the Osaka-hosted Expo in 2025 – a key deliverable for this role will be to oversee the Osaka leg of those visits, as well as the logistics associated with the UK’s National Day during Expo 2025. We are planning for the National Day to be attended by high-profile visitors from the UK (as well as Japan), and this will require support and direction from the Visits and Events team to deliver a successful event. There will be an extensive programme of other events focused around Expo, and you will play a leading role in these. The Consulate General also hosts a variety of dynamic events, from annual King’s Birthday Parties to one-offs like an industry reception. We would expect you to take a leading role on the planning and logistics of all events hosted in Osaka.
The successful candidate will manage an officer based in Osaka but work with all sections within the Network and the Tokyo based part of the wider Visits and Events Team, as well as a wide range of external contacts. This is a new role so you will have an opportunity to help shape how it works to ensure effective delivery. Although direct line management will be based in Tokyo, the successful candidate will work closely with the Expo Officer based in Osaka (C4 UKB), our DBT Expo lead (AO CBS), and our Osaka based Expo Comms officer (AO).
In the role, you will be expected to:
- Support the Visits and Events Officer (Osaka); ensuring that the visits and events officer understand their role and how they fit with others in the Network (e.g. the Expo comms lead, and DBT expo visits lead that will also work on events on the Embassy’s premises) and that the work of the team is well understood across the Network.
- Oversee the planning and delivery of impactful, cost-effective events and (all logistical elements of) smooth visits that deliver against UK objectives. You will also get the chance to step in and lead on various elements where necessary. Provide guidance as needed to the team as they advise teams working on other events and visits throughout the Network.
- Work closely with colleagues throughout the Network, particularly visit policy leads, the transport team, Corporate Services Team and Private Office(s). Contribute to the work of the V&E team to strengthen visits and events organisation capability across the Network, including providing feedback on central visits and events guidance and promoting best practice among staff in Osaka. With the officer, build productive relationships with key external contacts in Japan (including the Expo organisers) and in London (including DBT Expo teams).
- Take a strategic view across Expo-related visits and events to spot opportunities for better join up, or clashes that need to be resolved.
- Actively contribute to the Embassy’s corporate work, including taking responsibility for a specific role as part of the Embassy’s crisis response team.
The successful candidate will be an enthusiastic and organised initiative-taker, calm under pressure, a good leader and team player with flexibility, strong communications skills and enthusiasm for the international working environment of the Network. They will be comfortable with remote management but supported through regular (funded) visits to Tokyo or of the manager to Osaka.
They will also need to be prepared to work long hours and potentially at weekends close to some visits or events, receiving time off in lieu for extra hours worked.
Resources Managed (Staff and Expenditure): 1x A2(L) Visits and Events Officer
/*generated inline style */
- Experience of project management or logistical planning
- IT skills, including experience with Microsoft Excel
- Experience of working on high-profile events
Language Requirements:
- Japanese and English
- Level of language required: Fluency in English and business level Japanese
/*generated inline style */
- Management experience
- Experience of work in an Embassy or similar
- Experience of working in an English and Japanese speaking environment
- Administrative and budget management experience
- Experience living in the UK. And/or Knowledge of or strong interest in British business, culture, sports and lifestyle
/*generated inline style */
Delivering at Pace, Leadership, Managing a Quality Service, Working Together
/*generated inline style */
23 September 2024
/*generated inline style */
Executive Officer (EO)
/*generated inline style */
Full-time, Fixed Term
/*generated inline style */
37.5
/*generated inline style */
12 months
/*generated inline style */
Asia Pacific
/*generated inline style */
Japan
/*generated inline style */
Osaka
/*generated inline style */
British Consulate General
/*generated inline style */
1
/*generated inline style */
JPY
/*generated inline style */
JPY 524,599 per month
/*generated inline style */
2 December 2024
/*generated inline style */
- 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 particular role allows for flexibility in start and end times, working compressed hours, remote working (for agreed periods), and the possibility of a job share arrangement, subject to agreement with management.
However, any successful candidate would need to be willing to flex to work for longer hours and potentially at weekends in the run up to a visit. The Embassy operates a TOIL (Time off in lieu) system to compensate for additional hours worked during busy periods. Occasional out of hours working is required to support Embassy events or visits.
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 Japan Network 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 five 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.
/*generated inline style */
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.
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.
/*generated inline style */
/*generated inline style */
To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
To help us track our recruitment effort, please specify on the application form/indicate in your cover letter where (globalvacancies.org) you saw this job posting.
