JPN (Tokyo) - Income Generation Events Officer, AO - Foreign, Commonwealth & Development Office

説明

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow. Job Category 1 Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory 1 Protocol, Visits and Events Job Description (Roles and Responsibilities) 1

Main Purpose of Job:

The Income Generation (IG) Event Officer leads on the co-ordination and organisation of impactful events that generate income for the British Embassy and support UK goals in Japan, in a way that is efficient, collaborative, and provides good value for money, as well as strengthening the Network's consistency and capacity in IG event planning.

What the Jobholder will be Expected to Achieve:

This is an exciting opportunity to take on a central role in the busy Japan Network (which includes the British Embassy in Tokyo and the Consulate General in Osaka), which will allow the jobholder to develop strong organisational, marketing, project and event management skills. Delivering IG events is a core part of our work and crucial in enabling the Network to deliver on UK Government priorities. You will gain experience in supporting the Embassy's objectives and working with all sections across the UK's Japan Network. You will be part of the Corporate Entertainment Team (CET), and working closely with the Executive Chef, and Head Steward, as well as the other chefs and stewards.

We are a busy network and hold a large number of Income Generation events throughout the year, including large garden parties, formal dinners, business functions, and seminars.

In the role, you will be expected to:

Coordinate the planning and delivery of impactful, income generation events, providing support to colleagues across the Network to ensure the events are delivering on UK government policy priorities. This includes liaising with the Head of Corporate Entertainment, Chief of Staff, and Residence Administrator on complex issues, as well as working closely with others in the Corporate Entertainment Team (CET), and with other teams, including agreeing a division of labour with the relevant policy lead and establishing clear lines of responsibility.

Lead on logistical elements of events, including budget monitoring, catering and use of the British Embassy's compound. You will also evaluate each event, drawing on feedback from guests and other organisers, to assess whether it achieved its objectives and identify any lessons learned.

Provide advice to businesses and sections to inform their planning discussions, conducting preview meetings with interested businesses, providing cost estimates, and concluding event agreements.

Create monthly reports on planned and completed IG events and gather feedback from organisers and guests.

Manage the forward diary of IG events within set parameters, working with Head of CET and Chief of Staff to determine IG capacity. You will monitor income and budgets for Income Generation events, working closely with Events Officer, lead teams and Head of CET.

Promote best practice and mainstream expertise, including through maintaining guidance on IG event planning. Work with Events Officer to standardise products and systems (invitations etc).

Support delivery of major cross-Network events, including the annual "King's Birthday Party" and Hanami, working with the (non-IG) Events Officer.

Flex to support non-IG events or major VIP visits, only when IG schedule permits.

All staff are also expected to contribute to corporate activities including crisis response.

The successful candidate will be a well-organised self-starter and good team player with strong initiative, flexibility and enthusiasm, communications and IT skills and will work closely with the Ambassador's Private Office team, the Visit and Events team, and across the wider network.

Resources Managed (Staff and E xpenditure):

Jobholder will monitor the budget for IG events.

Essential qualifications, skills and experience 1

Strong interpersonal skills – being able to work in a team and quickly build relationships with colleagues, including senior diplomats, contractors, and business contacts

Strong time management and prioritisation skills, including carrying out multiple tasks with competing deadlines

Discretion when dealing with VIPs

Strong numeracy skills

Evidence of strong organisational skills and experience of logistics (either event planning, office management, or similar)

Ability to quickly develop new skills, including budget and calendar management

Confidence with IT, in particular MS Office, including Excel

Experience in working in an English and Japanese speaking environment

Strong desire to provide an excellent service in the Ambassador's Residence

Language Requirements: Business level of fluency in English and Japanese

Desirable qualifications, skills and experience 1

Event organisational experience, including dealing with multiple events at the same time

Experience managing budgets, using printers, and handling databases

Experience in working in PR/marketing, customer relations and/or hospitality service

Required behaviours 1 Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together Application deadline 1 17 May 2024 Grade 1 Administrative Officer (AO) Type of Position 1 Full-time, Fixed Term Working hours per week Duration of Post 1 12 months Region 1 Asia Pacific Country/Territory 1 Japan Location (City) 1 Tokyo Type of Post 1 British Embassy Number of vacancies 1 1 Salary Currency 1 JPY Salary 1 JPY 410,279 per month Start Date 1 1 August 2024 Other benefits and conditions of employment 1

This role is advertised as a 12-month fixed term contract.

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. Due to the nature of this role the job holder may sometimes be expected to support events in the evening and very occasionally at the weekend, with duties shared among the whole team.

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, working compressed hours, remote working (for agreed periods), and the possibility of a job share arrangement, subject to agreement with management.

The successful candidate would need to be willing to flex to work for longer hours and occasionally at weekends during busy periods. The Embassy operates a TOIL (time off in lieu) system to compensate for any additional hours worked during busy periods.

Current policy permits working from home one day per week without a formal flexible working arrangement.

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 majority of development will be on the job – this role is part of a busy and highly-skilled team working to deliver very high volumes of events and VIP visits in the historic Residence.

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 five development days to pursue 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.