View Vacancy – JPN (Tokyo) – Administrative Support Officer (Trade and Investment), AO

Main Purpose of Job:

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.

The 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 that carries out key business functions. The key elements of this job are:

• Support the Head of Trade and the Head of Investment with stakeholder engagement and meetings
• Provide effective secretariat support to the Trade Team and the Investment Team
• Efficient data entry management to (i) enable effective account management of the companies the Trade and Investment Teams manage and (ii) help track progress and performance
• Support the Trade Team and Investment Team in collating, organising and saving key documents (e.g. top lines, briefings, agendas and papers to support seniors in meetings

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:

Trade Team Support

• Support the Head of Trade to manage cross-sector accounts and external engagements
• Provide effective meeting support for the Head of Trade e.g. agenda and papers preparation
• Support the Head and wider Trade Team with logistical and administrative support e.g. calendar management, room bookings, IT support
• Manage Salesforce and data entry for the Trade Team
• Secretariat for key stakeholder forums for the Trade Team
• Support on collating key team documents e.g. top lines and briefings
• Provide surge support to the team as required e.g. during busy periods such as visits by conducting similar duties to those outlined above
• Support with other Trade Team specific duties e.g. conducting research on new leads and collate information on key topics for the team

Investment Team Support

• Support the Head of Investment to manage cross-sector accounts and external engagements
• Provide effective meeting support for the Head of Investment e.g. agenda and papers preparation
• Support the Head and wider Investment Team with logistical and administrative support e.g. calendar management, room bookings, IT support
• Manage Salesforce and data entry for the Investment Team
• Secretariat for key stakeholder forums for the Investment Team e.g. Investment Council
• Support on collating key team documents e.g. top lines and briefings
• Provide surge support to sector teams as required during busy periods such as visits by conducting similar duties to those outlined above
• Support with other Investment Team specific duties e.g. conducting research on new leads and collate information on key topics for the team

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

• Strong IT skills (including standard Microsoft Office program – Outlook, Excel, Word, PowerPoint and Teams)

Language Requirements:

This role requires written and spoken proficiency in both English and Japanese. Fluency (minimum of C2 level for CEFR framework*) in one language and business level (minimum of high B2) in the other.

* 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.
• B2: Can understand the main ideas of complex text on both concrete and abstract topics, including technical discussions in their field of specialisation. Can interact with a degree of fluency and spontaneity that makes regular interaction with native speakers quite possible without strain for either party. Can produce clear, detailed text on a wide range of subjects and explain a viewpoint on a topical issue giving the advantages and disadvantages of various options.

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.