View Vacancy – JPN (Osaka) – Deputy Head of Visits and Events, EO

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

• 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