Corporate Services Manager ‹ British Embassy - 駐日英国大使館 ‹ Japan Guide - 2015

This is an exciting opportunity to play a corporate leadership role within the British Embassy in Tokyo, as Manager of the 21-strong Corporate Services Team for Tokyo and Osaka.

The purpose of the British Embassy (BE) in Tokyo and British Consulate General (BCG) in Osaka is to promote the British Government’s prosperity, security and consular interests in Japan.

As Corporate Services Manager you will play a leadership role in the Embassy and Consulate General, supporting the senior management team and enabling delivery of the overall business plan. You will have strategic responsibility for ensuring finance and HR policy and practice in Japan is in line with best practice guidance set in London, and compliant with local legal requirements. You will lead on corporate change management programmes to ensure effective use of resource to support our ambitious business plan.

Main Duties

• Financial Management: Oversee c.£3.5million FCO budget for the Japan Network. Compile the annual medium term financial plan, which is our budget bid to deliver the country business plan, working closely with the Ambassador and Embassy teams. Work with front-line managers to ensure sound management of resources and that audit requirements are met. Produce monthly accounts reports and keep Japan Budget Committee informed. Manage relationship with regional HR & Finance Hubs and Global Transaction Processing Centre in Manila, which handles transactional finance and HR work. Prepare financial returns for both Manila and the FCO in London, as required. Develop the network’s income generation programme.

• Human Resources Management: Ensure the Japan network is able to attract, recruit and retain talent, and provide robust structures underpinning the workforce. Manage regular reviews of Locally Engaged staff terms and conditions, including pay reviews, recruitment and induction processes, and update in line with FCO guidance and local labour law. Act as a business partner to line managers, supporting, advising and coaching them on implementation of HR policy and encouraging best practice in the management and development of staff. Work with the Deputy Head of Mission, Learning & Development Committee, Appraisal Committee and Section Heads to drive up performance management standards.

• Corporate Leadership and Change Management: Work with senior management to prepare and implement change programmes and identify areas for improvement. Examples: FCO’s One Global Workforce initiative to set global minimum terms and conditions, Local Staff Operating Model, Regionalisation programmes, standard pay methodology across the FCO’s missions overseas. Participate in Corporate Committees to ensure that they support the FCO corporate agenda, reflect best practice and guidance, and meet any budgetary responsibilities. Provide thought leadership on FCO HR and finance issues across the FCO’s Asia Pacific network.

• Team Leadership: Oversee the IT and Corporate Entertainment Teams and officers dealing with logistics, protocol, procurement, local labour law, payroll and estates development issues. Line Manager for 3 staff, Countersigning Officer for 4 staff. The Corporate Services Team has 21 members split between the Embassy in Tokyo and the Consulate General in Osaka.

• Stakeholder Management/internal communication: Provide up to date and comprehensive guidance and communicate changes in guidance to ensure staff have the tools they need to do their jobs. Manage relationship with the regional Facilities Management Client Unit and the local FM provider.

• Crisis Logistics: As Crisis Logistics Team Lead, ensure the Logistics Team is drilled and prepared to support other teams where needed.

• Corporate role: Lead on an aspect of Embassy corporate work, beyond the job description, to promote continuous improvement and to enhance staff engagement

Requirements

The successful candidate must be able to demonstrate the following essential skills and experience:



• Minimum 3 years’ direct experience of working for the FCO, other UK Government Department or a UK/non-UK equivalent, preferably with direct involvement in HR or Finance policy and implementation.



• Fluent English with TOEIC score of 900 points/IELTS band 9 or above, with at least 3 years experience of working in an English language environment is essential.



• An open attitude to working as part of an international team, operating effectively across both national and organisational cultures, and motivation for working in the public sector supporting the priorities of the British Government.



• Sound judgement to solve problems effectively where guidance may be ambiguous, seeking input from policy holders where necessary.



• The ability to lead and manage staff and internal stakeholders through change, managing expectations and competing priorities, and communicating constructively about change.



• An understanding of Government resources and the need to deliver value for money whilst acting within regulatory controls.



• The ability to assess and interpret financial data and report to a variety of stakeholders.



• Strong computer skills in Microsoft Office, especially Excel.

The following experience or skills are desirable, but not essential:



• Spoken conversational Japanese, JLTP N5 or above.



• Professional experience and/or professional qualification in Human Resources or Finance or both.



• Project management qualification



• Experience in Oracle based systems

The successful candidate must also be able to demonstrate that they meet the following competences at interview:

• Seeing the Big Picture: Be alert to emerging trends or issues which might impact your team/organisation’s work. Develop an understanding of your team’s strategy and how this contributes to Departmental priorities. Ensure the team’s activities are aligned to Departmental priorities.

• Making Effective Decisions: Make decisions when they are needed, even if they prove difficult or unpopular. Explore different options, outlining costs, benefits, risks and potential responses to each. Recognise scope of own authority for decision making and empower team members to make decision. Invite challenge and where appriopriate involve others in decision making.

• Delivering Value for Money: Recommend actions to achieve value for money and efficiency. Work confidently with performance management and financial data to prepare forecasts and manage/monitor budgets against agreed plans. Follow appropriate financial procedures to monitor contracts and ensure deliverables are achieved.

• Managing a quality service: Develop, implement, maintain and review systems and service standards to provide quality, efficiency and value for money. Work with team to set priorities, goals, objectives and timescales. Seek out and respond to feedback from customers about service provided. Develop proposals to improve the quality of service.

• Leading and Communicating: Regularly communicate and interact with staff, helping to clarify goals and activities, and the links to Department strategy. Recognise, respect and reward the contribution and achievements of others. Communicate in a succinct, engaging manner and stand ground when needed.

• Collaborating and Partnering: Establish relationships with a range of stakeholders to support delivery of business outcomes. Actively seek input from a diverse range of people. Deal with conflict in a prompt, calm and constructive manner. Encourage collaborative team working within own team and across the department.

Our Values



As part of the Foreign and Commonwealth Office (FCO) the Embassy and Consulate-General aim for excellence by:



• Taking responsibility



• Encouraging innovation



• Working together

Our values support a vibrant culture where all staff takes 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:



• The job is being offered on a 1-year contract initially.



• Working hours: Monday to Friday, generally 0900-1730 with flexible working opportunities and occasional out of hours working required.



• Salary of JPY 812,000 per month with 1 month 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)



• 24 days paid annual leave (calculated pro rata)



• Health Insurance and Employee pension (kenko hoken/kosei nenkin)



• Employment Insurance (koyou hoken)



• Excellent training and development opportunities



• Work-related travel in Japan, the region and to the UK



• Expected interview dates are on the week of 20 April 2015. You may be asked to complete a basic financial and/or written test in English as part of the interview.



• Start date: early May 2015.

To Apply

Please email your updated CV together with the completed application form, which can be downloaded from our website http://www.gov.uk/government/world/organisations/british-embassy-tokyo/about/recruitment, by 7 April 2015. to japan.recruitment@fco.gov.uk. Please clearly mark the position title and your name in the subject title of your email.

No accommodation or relocation expenses are payable in connection with this position.

The applicant must have work authorisation for Japan however if a foreign national, the British Embassy/Consulate General will support a visa application if required.

Please note that incomplete applications will not be taken into consideration. Only shortlisted candidates will be contacted.

The British Embassy/Consulate General is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.

Staff recruited locally by the British Embassy/Consulate General in Tokyo are subject to Terms and Conditions of Service according to local employment law.