Administrative Assistant for Inward Investment activity in Japan and the UK
The successful applicant will join our professional and high-performing Investment Team, encouraging Japanese companies to invest into the UK and maintaining relationships with Japanese investors in the UK.
The position is for one year in the first instance.
Main Duties
• Under the direction of the Head of Investment, support the management of the investment team including by arranging meetings, monitoring budgets, booking resources, and organising team information, including that held electronically.
• Providing administrative support when senior UKTI colleagues visit Japan, including booking travel and accommodation.
• Provide administrative support to three remote-working sector specialists (on ICT, Regenerative Medicine, and Smart Cities).
• Ensuring the specialists' activity is recorded correctly in our customer management system.
• Provide occasional administrative support to the sector teams based in Tokyo and Osaka.
• Contribute to the Japan Network’s crisis readiness and to the wider running of the network.
Requirements
The successful candidate should be able to demonstrate the following key skills and attributes.
Essential:
• Experience providing administrative support to individuals and teams
• Good IT skills, particularly Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Business communication skills in English (orally and in writing) and experience using them in the workplace
Desirable:
• Experience using customer management systems
• Experience supporting teams in multiple locations and remote workers
• Experience of budget management
• Understanding of business culture in Japan and the UK
• Business communication skills in Japanese and experience using them in the workplace
The successful candidate must also be able to demonstrate that they meet the following competences. They will be expected to provide evidence at interview of previous performance against these competences.
Competence 1: Delivering at Pace
Work in an organised manner using your knowledge and experience to deliver administrative support to a high standard. Take responsibility for your work and updating colleagues about its progress.
Competence 2: Collaborating & Partnering
Understand the viewpoints and preferences of the colleagues with whom you work. Check your understanding and seek help when needed.
Competence 3: Making Effective Decisions
Refer to suitable guidance or criteria when making decisions. Think through the consequences of decisions before you make them and ask questions when you are unsure what to do.
Competence 4: Changing & Improving
Learn new procedures and exploit new technologies to deliver better administrative support. Review working practices and suggest ways to improve them.
Competence 5: Delivering Value for Money
Be careful with financial resources, keeping track of spending and appropriately challenging waste.
Competence 6: Achieving Commercial Outcomes
Understand the terms of relevant contracts with commercial partners. Understand suppliers’ needs.
Our Values
As part of the Foreign and Commonwealth Office (FCO) the Embassy aims for excellence by:
• Taking responsibility
• Encouraging innovation
• Working together
Our values support a vibrant culture where all staff take on stretching responsibilities, where ideas thrive and the status quo can be fearlessly challenged. We work together effectively with all our partners to make a greater difference for the UK.
Benefit package includes:
• Working hours: This is a part time position working three days per week. Working hours in the embassy are Monday to Friday, generally 0900-1730 with flexible working opportunities and occasional out of hours working required
• The job is being offered on a 1 year fixed term contract, subject to annual review
• Salary of JPY 165,600 per month based on a 3-day working week, with 1 month bonus equivalents payable pro rata in December and in June (Note: Subject to tax status, salary amount may be reduced)
• Commuting allowance of up to JPY35,000 per month (pro rata and paid on an actual cost basis)
• 22 days paid annual leave (pro rata) rising to 24 days in 2015
• Health and Employment Insurance (kenko hoken/koyou hoken)
• Employee pension (kosei nenkin)
• Excellent training and development opportunities
• Work-related travel in Japan is a possibility
• Start date: 1 November
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