Job Description
Main Purpose of Job:
The Corporate Services Team is the “engine room” of the Embassy, providing a broad range of essential services to support delivery of British Government objectives in Japan. We provide services to around 200 staff in Japan and provide the lead for Corporate Services policies for the Japan Network (the Embassy in Tokyo and the Consulate-General in Osaka).
The Corporate Services Officer is responsible for a wide range of tasks, including daily transportation schedule coordination, booking confirmations, driver attendance management, journey record keeping, vehicle procurement and maintenance, as well as the creation of complex transportation plans for ministerial and royal visits form the UK to Japan.
The Corporate Services Officer performs their duties in accordance with guidance and escalates irregular cases to Deputy Head of Corporate Services.
Once the job holder is established in the role there will be opportunities to develop skills in other corporate service areas. The jobholder will collaborate with team members and support the entire operation of corporate services for the business continuity.
What the Jobholder will be Expected to Achieve:
Operations:
Carry out transport operations in accordance with the UK overseas transport policy and the local policy framework of the Post (Tokyo). Specifically:
・Supervise daily transport operations, ensuring that vehicle inspections, cleaning, and driving are conducted properly and in line with procedures.
・Manage the transport booking calendar.
・Respond to operational issues, including accidents.
・Support Diplomatic messenger services - Issue customs letters for King’s Messenger journeys and handle document exchanges for MoFA runs.
・Review and process journey logs, timesheets, and ETC usage records.
・Promote awareness of transport policies among service users.
Resource Management:
Manage drivers, official vehicles, and transport-related expenses. Specifically:
・Oversee driver attendance and approve overtime and leave.
・Conduct performance reviews based on the appraisal system.
・Procure and decommission official vehicles.
・Plan and carry out vehicle maintenance and insurance renewals.
・Handle all transport-related purchase to pay (e.g. fuel, car washes, parts replacement).
・Work closely with finance officer to track forecasted expenditures against the budget.
Visit Support:
・Support the smooth execution of visit programmes for VIPs and VVIPs from the UK through transport coordination.
・For VIP visits, provide advance consultation and advice to visit officers regarding vehicle movements in the visit programme.
・For VVIP visits (accompanied by security officers), be deeply involved in creating complex transport plans and provide detailed support, including same-day adjustments.
・Handle recharges to other government department as necessary.
Other Duties:
・Work flexibly with a focus on business continuity.
・Partner with other Corporate Services Officers in different areas to provide mutual cover during absences.
・Allocate time for shared team tasks (e.g. handling official embassy seal requests) and newly arising duties.
・Engage in personal development and contribute to the wider organisation.
Resources Managed (staff and expenditure):
・Staff: Four drivers Six-Seven official vehicles
・Expenditure: Transport operational costs
【応募〆切は6月29日(日)】
英国大使館求人サイト (
Essential qualifications, skills and experience:
・Over 1 year working experience in the corporate services field or over 3 years working experience in other fields
・Line management or coaching/mentoring experience
・Have excellent communication skills, both oral and written
・Can work under pressure and to tight deadlines
・Can work efficiently and independently
・Have strong time management and prioritization skills
・Have strong skills in Word, Outlook, Excel, PowerPoint, MS Teams
Desirable qualifications, skills and experience
・Can focus on making the most impact
・Can adapt to changing circumstances by continuous learning
・Have excellent interpersonal skills to work with internal and external stakeholders successfully
・Have a positive, resilient, flexible and adaptable “can-do” attitude to overcome challenges
Required behaviours
・Changing and Improving, Communicating and Influencing, Delivering at Pace, Developing Self and Others, Leadership, Making Effective Decisions, Managing a Quality Service, Seeing the Big Picture, Working Together
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