Osaka
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Department for Business and Trade roles (DBT)
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Department for Business and Trade (DBT)
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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.
This role will initially be based in the British Consulate General before moving to the UK pavilion for the run-phase of Expo. The Consul General is also Commissioner General so the role will involve close coordination with other teams in the UK in Japan network (the Consulate General and the British Embassy in Tokyo), as well as the UK Expo team in London to ensure effective information flows and CG attendance at key meetings and events. The CG has a key external-facing role so liaising with internal stakeholders to assemble necessary information and briefing as well as external stakeholders on specific engagements will be vital. In the run-up to Expo itself, more contact will be required with the Bureau International d’Expositions (BIE) and other international participants at Expo as the focus of attention moves to the Expo site itself.
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 Expenditure):
Monitoring the travel and entertainment budget for CG (and Pavilion Director), including managing information and forecasting.
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- 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)
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Experience of working in an international environment in business or government, across different cultural boundaries.
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Communicating and Influencing, Delivering at Pace, Managing a Quality Service, Working Together
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17 May 2024
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Administrative Officer (AO)
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Full-time, Fixed Term
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37.5
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12 months
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Asia Pacific
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Japan
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Osaka
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British Consulate General
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1
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JPY
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JPY 410,279 per month
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1 August 2024
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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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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.
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To apply please copy and paste this link: https://fco.tal.net/vx/appcentre-ext/candidate/jobboard/vacancy/1/adv/
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