Working hours: Monday to Friday, 9:30am-6:00pm (Lunch hour: 12:45pm-1:45pm) with possibility of overtime work
Location: Embassy of Japan, London (on-site five days per week in principle)
Salary: TBD in accordance with qualification and experience
Application Deadline: 13 September 2024
Interviews: Early to Mid-October 2024
Start Date: Mid to Late November 2024
Length of Contract: 2 years initially with view to becoming permanent
Job Details:
The Embassy of Japan in the UK is looking for a highly qualified and motivated Personal Assistant to provide secretarial and research support for diplomats. You will support diplomats in charge of legal, judicial and police affairs with research and work as well as working within a team of locally employed staff to support the wider functions of Political Section. Covering areas are subject to possible reshuffle amongst other local staff. You will be expected to work and cover other teams (foreign policy, defence policy, and political affairs), together with other local staff in the Political Section.
Duties include:
- Produce daily reports on policing and legal issues from online news articles and other resources• Produce ad-hoc reports based on diplomats' interests• Prepare, edit, summarise and draft documents including official letters and speeches
- Maintain and process all incoming and outgoing correspondence including contacts via post, email and telephone• Liaise with internal and external stakeholders such as UK government departments, non-governmental organisations, businesses and other diplomatic missions
- Attend meetings, seminars and court hearings, reporting to the relevant diplomats and keeping records• Arrange and facilitate meetings/appointments, receptions and events• Assist with administrative and logistical arrangements for the Embassy staff and for official visitors, including liaising with counterparts, hotels, venues and arranging transport• Undertake other administrative and secretarial duties as directed
Requirements:
- Degree-level academic background, with English language as a mother tongue or equivalent, both spoken and written.
- Strong cooperation and communication skills.
- Competence in an office environment, including IT skills such as MS Word, Excel, Outlook and Powerpoint.
- Flexibility, a sense of responsibility, attention to detail, and perseverance to carry out complicated tasks with accuracy.
- Discretion to help build networks with UK government departments and other organisations.
- Fundamental understanding of UK legislation and systems especially the judiciary and legal, security and policing issues would be preferable.
- Experience of Japan, and Japanese language skills, a keen interest in Japan would also be preferable.
How to apply:
Interested candidates should submit a CV and covering letter explaining how you are able to meet the requirements for the position, along with your current salary, daytime telephone number and email address.
Notes:
- All applicants must provide information that shows that they have the legal right to work in the UK in accordance with the actual Immigration Act. Applicants not providing this information in their application will not be considered for employment. Short-listed applicants will be asked to provide, prior to interview, documentation to certify their legal right to work in the UK.
- The Embassy will draw up a shortlist on the basis of the application documents. Applicants on the shortlist will be invited to an interview and examination (date to be announced).
- The successful applicant shall serve a probation period of three months immediately after the date of the start of the employment. The Embassy may extend the probation period.
- Only successful candidates will be contacted.It is the Embassy's policy that we do not give any kind of feedback of the interviews.