View Vacancy – JPN (Tokyo) – Administrative Support Officer (Data and People), AO

Main Purpose of Job:

This role is at the heart of the British Embassy’s trade and investment section, supporting bilateral commercial relations between the UK, Japan and other Northeast Asian markets. The trade and investment section is part of the UK’s Department for Business and Trade (DBT). The team supports both Japanese and British companies across a range of high-profile industry sectors for example renewable energy, automotive, life sciences and technology.

You will be part of the DBT Performance and Delivery Team (P&D Team) that carries out key business functions. The key elements of this job are:

• You will be a P&D team officer working on cross-DBT events, liaising with and supporting DBT teams to provide DBT input for Japan Network events and lead on supporting teams for any other individual events being delivered by DBT.
• You will support aspects of data analysis and performance reporting at Japan and regional levels.
• You will support aspects of business planning.
• You will lead information and knowledge management.
• You will be P&D team officer for supporting DBT teams with vital people functions e.g. recruitment, induction and learning and development.

You will also be expected to work as part of the team to deliver on other areas as needed. This role will be central in enabling the DBT deliver its objectives for Japan and the wider region. This role will give you an insight into many different areas of the investment and trade teams work.

The British Embassy Tokyo is a busy and diverse post at the heart of the UK government’s work in the Indo-Pacific. Our work on security, digital and technology, trade and economic, and climate and energy partnerships with Japan is at the centre of the Foreign Secretary’s foreign policy agenda and our commitment to the region. 
 
The Department for Business and Trade (DBT) operates in 108 countries. Establishing new relationships around the globe, DBT promotes UK trade to ensure the UK takes advantage of the huge opportunities open to us, securing and improving economic well-being, stability, and helping to create tens of thousands of jobs. His Majesty’s Trade Commissioner (HMTC), based in Singapore, is responsible for Trade and Investment work in the APAC region. With over 280 staff over 14 markets, DBT APAC is a fast-paced, and exciting place to work. 

What the Jobholder will be Expected to Achieve:

Data Functions

• Data analysis – support the team lead in conducting analysis to support reporting functions and to help decision making by the leadership team
• Performance and reporting to support DBT teams – support the team lead to coordinate inputs from teams for the Japan Operations Board, APAC Quarterly Board and handle other reporting requirements
• DTC NEA reporting – work with team lead and colleagues in the region to support DTC to deliver his regional responsibilities e.g. handling commissions, reporting updates, providing secretariat function for key meetings
• Director for Japan reporting – work with the team lead to and DBT colleagues to support the Director for Japan to deliver his responsibilities e.g. managing process for developing, updating and reporting for the Japan Country Plan and Japan Trade Plan
• Business planning – support the team lead in running the business planning process for DBT for Japan and the NEA region. Own the Japan Forward Look and feed into APAC Forward Look. Support the team lead in managing the approach to DBT campaigns and managing key accounts
• Information and knowledge management – manage DBT SharePoint site, ensure key documents are updated and saved, and disseminate key documents to staff

People functions – You will be the lead for supporting leaders, line managers and new members of staff with key people functions, these will include the follow specific areas as well other responsibilities as they arise:

• Recruitment – provide support to hiring managers to manage the end-to-end recruitment process e.g. getting approval to recruit, liaison with APAC HR Hub, scheduling interviews
• Onboarding – support hiring manager through liaison with relevant teams in APAC Hub and Japan Network to onboard new recruits e.g. IT accounts, security briefings etc.
• Induction – Support DBT teams with induction for new members of staff
• Learning and development – support seniors to manage budget for learning and development e.g. monitoring budget and work with staff to help them access the right opportunities
• DBT “people” documents – manage and update key team documents including team organogram and emergency phone tree

Administrative Support – You will provide other administrative support as required to support the DBT teams. You will be part of the wider operational and business functions team within DBT and may be required to support the team with other functions e.g. handling guests for events etc.

Resources Managed (Staff and Expenditure): N/A

• Microsoft Office Skills (Word, Excel and PowerPoint)

Language Requirements:

Fluency (minimum of C2 level for CEFR framework*) in English and business level (minimum of high B1) in Japanese.

* Common European Framework of Reference (CEFR) for Languages sets the following mastery or proficiency levels:

• C2: Can understand with ease virtually everything heard or read. Can summarise information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation. Can express themself spontaneously, very fluently and precisely, differentiating finer shades of meaning even in more complex situations.
• B1: Can understand the main points of clear standard input on familiar matters regularly encountered in work, school, leisure, etc. Can deal with most situations likely to arise whilst travelling in an area where the language is spoken.  Can produce simple connected text on topics which are familiar or of personal interest. Can describe experiences and events, dreams, hopes & ambitions and briefly give reasons and explanations for opinions and plans.

For more information, please click on the following link CEFR. Please bear in mind in case you are invited to interview your languages skills will be assessed.