Job Description

Main Purpose of Job:

To provide procurement and logistics support to British Embassy Tokyo’s Communications and Visits and Events sections.

What the Jobholder will be Expected to Achieve:
This is a rare opportunity to work at the heart of British Embassy Tokyo’s Communications and Visit & Events teams, supporting teams who are delivering the closest UK-Japan relationship in decades.

As an Administrative Assistant, you will support delivery of the British Embassy’s work in Japan. The successful candidate will be expected to:
・Provide procurement support to the communications and visits & events team. Specifically, support with project documents and process for major multi-year contract tenders which are required. This will involve liaising closely with the policy/content leads and the procurement hub, to ensure the correct procurement processes are followed and the business requirements are met.

・Provide communications and visits & events team with logistics support which may include:
・Ensuring suitable systems for booking in and out and creating self-service packs for e.g. Christmas or Hanami events.
・Managing comms assets such as banners, including storage and shipping to the Consulate General in Osaka when required.
・Logistical support for media or other events (e.g. press conferences, off site filming etc), including invitations and coordinating with other Embassy sections and external service providers.
・Provide logistics support during senior official or Ministerial visits to Visits & Events team e.g. support with transport arrangements, programmes, internal coordination and arranging meetings or liaising with External meeting locations or organisers.
・New staff admin induction and support.
・Other administrative tasks as may be required e.g. monitor and action shared inboxes, update contact lists, manage media subscriptions.
・Budget monitoring for communications section including forecasting and monitoring whether spend is within budget.
・Other office management tasks where required. This may extend to other departments within PCCD on a task basis.
・Other Duties:
・Take on tasks and roles that contribute to wider embassy objectives, proactively working with members of other teams.
・Contribute to the Embassy’s crisis preparedness and response.

【応募〆切は11月2日(日)】
英国大使館求人サイト ( Essential qualifications, skills and experience:
・Ability to grasp new concepts quickly and to retain new information
・Strong relationship management and collaboration skills
・Organised approach to work with good attention to detail
・Proficient computer skills

Required behaviours
Delivering at Pace, Managing a Quality Service, Working Together

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