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Reference: 66096

Date Added: 23 May 2018
Closing Date: 15 June 2018

Job Title: Personal Assistant (Political Section)

Working For: Embassy of Japan

Location: London

Salary: Dependent on qualification and experience (approximately £30,000 pa)

Job Details

Working hours: Monday to Friday, 9:30am to 6:00pm (Lunch hour: 12:45pm to 1:45pm) with the possibility of overtime work.

Applications are sought from persons interested in employment at the Embassy of Japan in the United Kingdom as Locally Engaged Staff. You will support diplomats in charge of legal, judicial, security and police affairs and work with other local staff in the Political Section. A Personal Assistant is responsible for administrative support and secretarial duties for diplomats.

The key responsibilities of the Personal Assistant’s position include, but are not limited to the following:

- Maintain and process all incoming and outgoing correspondence including contacts via post, email and telephone
- Prepare, edit, summarise and draft documents including official letters and produce daily reports on issues of diplomats’ interest
- Create and maintain accurate contact records and databases
- Liaise with internal and external stakeholders such as UK government departments, non-governmental organisations, businesses and other diplomatic missions
- Arrange and facilitate meetings/appointments, conferences, 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.

Key Skills/Qualifications and Experience

- Fluent in both spoken and written English (native speaker’s level).
- A professional demeanour, courteous and tactful.
- Proven initiative, cooperation, flexibility and reliability.
- An ability to work confidently, on own initiative and under pressure. 
- Good organisational, analytical and interpersonal skills.
- Experience using Microsoft Office such as Word, Excel, Outlook.
- Experience handling general enquiries. Good telephone manner.
- Willingness and availability to work out of hours (not frequently though).

The following would be an advantage:

- A command of the Japanese language
- Proactive interest in Japan
- Previous experience of working, living or studying in an international setting.
- Knowledge regarding UK legislation and systems especially judiciary, legal, security and policing as well as international relations including UK-Japan relations.

Closing Date: 15 June 2018

Interview/Start Dates

Interviews: Applicants who have passed the paper screening will be contacted and informed of the schedule for paper test and interview by 22 June, 2018 (Only successful applicants will be contacted.)

Start date: 1 August, 2018 (tentative)

Application Details

Interested candidates should submit a CV (as detailed as possible, including educational record and job history) 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, by 15 June, 2018, to: apply-political@ld.mofa.go.jp

It is the Embassy’s policy that we do not give any kind of feedback of the paper screenings and interviews. All the documents submitted will not be returned to applicants.

Website: http://www.uk.emb-japan.go.jp/itprtop_en/index.html

Additional Notes