Context of the Role:

The Japan Network comprises the British Embassy in Tokyo and the British Consulate-General in Osaka. Corporate Services functions as the engine room of the Network, delivering a wide range of essential platform services to approximately 200 staff across seven UK Government departments and devolved administrations. These services underpin the delivery of key UK Government objectives in Japan. Within this broad remit, the Deputy Corporate Services Manager (DCSM) is responsible for approximately half of the Corporate Services portfolio and plays a critical role in supporting the Head of Corporate Services (HOCS). The DCSM leads and coordinates service delivery, contributes to strategic planning, and ensures operational continuity and excellence across delegated functions.

Scope of Work:

The DCSM independently manages day-to-day operations across a range of corporate service areas, including but not limited to procurement, finance, protocol, transport, information management, and audit. The role demands strong organisational and leadership skills, the ability to provide expert advice, and sound judgement in recommending solutions.

Team Structure:

The DCSM leads a team of ten, with direct line management responsibility for five staff members (including two in a job-share arrangement). One of these staff members line-manages the remaining four team members, who are drivers. The DCSM is accountable for the overall coordination, performance, and development of the team.

Delegated Responsibilities:

The DCSM undertakes delegated responsibilities from the HOCS, including operational budget management across Corporate Services (supporting over 30 staff), oversight of the Crisis Logistics team (supporting over 50 staff), and leadership on corporate policy development, guidance, and induction processes. The role also supports senior management through the preparation of briefings, reports, and recommendations, and requires independent decision-making and forward planning to address complex operational challenges.

Part One: Finance and Procurement
(with two staff in a job-share arrangement, 1.2 full-time equivalent)

The jobholder will coordinate the Finance and Procurement function across the Japan Network, ensuring effective delivery and compliance with FCDO policies. The role requires sound judgement, organisational skills, and the ability to provide clear advice to colleagues while maintaining operational efficiency.

Key responsibilities:

• Budget Coordination
  Maintain financial systems and ensure accurate reporting for the Japan Network. Prepare summary reports and dashboards to support decision-making by the Senior Leadership Team (SLT) and Budget Committee. Monitor compliance and assist budget holders with forecasts and expenditure reviews.
• Procurement Support
  Implement procurement processes in line with FCDO standards. Analyse spend patterns to identify efficiency opportunities. Lead selected procurement cases and provide guidance on others, liaising with the Procurement Hub as required.
• Financial Operations Oversight
  Supervise day-to-day financial tasks, including banking, petty cash, and approvals. Ensure internal controls are applied consistently and advise on exceptions or complex cases.
• Advisory and Reporting
  Provide clear financial updates and recommendations to senior colleagues. Support reporting requirements to the Ambassador and Finance Hub through concise briefings.

Part Two: Protocol and Transport
(with two staff, 2.0 full-time equivalent)

The jobholder will manage protocol and transport operations across the Japan Network, ensuring diplomatic standards are met and operational needs are delivered efficiently. The role requires discretion, cultural awareness, and strong coordination skills.

Key responsibilities:

• Protocol Administration
  Ensure protocol cases comply with UK–Japan reciprocity and relevant conventions. Liaise with the Japanese Ministry of Foreign Affairs and seek guidance from FCDO Protocol Directorate when necessary. Draft correspondence and briefings to support senior engagement.
• Operational Oversight
  Monitor routine protocol tasks and handle exceptional cases directly. Issue official letters and ensure content meets Embassy standards.
• Arrivals and Departures
  Coordinate with diplomatic staff and internal teams to ensure smooth onboarding and departure processes.
• Transport Management
  Supervise Tokyo’s official transport service (drivers and vehicles), ensuring compliance with policy. Act as escalation point for non-standard cases and maintain local transport guidance.
• Visits and Events Support
  Assist with planning and delivery of high-profile visits and events, reallocating tasks among team members as needed to maintain continuity.
• Travel and Entertainment Policy
  Support implementation of travel and entertainment policies, including negotiating rates and ensuring compliance with FCDO requirements.

Part Three: Information Management and Audit
(with one staff member, 1.0 full-time equivalent)

The jobholder will oversee information governance and audit processes across the Japan Network, ensuring compliance and supporting digital improvements. The role requires organisational skills, attention to detail, and the ability to guide staff on procedures.

Key responsibilities:

• Data Protection
  Act as the Information Management Officer, ensuring compliance with UK GDPR. Coordinate risk management, training, and incident response with the Deputy IMO.
• Digital Processes
  Support improvements to information management systems (SharePoint, Teams) and assist with implementing digital tools in line with FCDO guidance.
• Audit and Assurance
  Plan and deliver audits to meet FCDO standards. Monitor fraud risks and support mitigation measures in collaboration with relevant teams.

Part Four: Middle Management 

The jobholder will supervise and coordinate a multi-functional team, ensuring effective delivery, balanced workloads, and alignment with Japan Network priorities. The role requires strong organisational skills, flexibility, and the ability to provide clear guidance and support to colleagues.

Key responsibilities:

• Team Coordination
  Manage task allocation within the Operations team (10+ members) to maintain efficiency and fair workload distribution. Adjust priorities and reassign responsibilities as needed to respond to changing requirements and support Japan Network objectives.
• Operational Support to Senior Management
  Act as Deputy Section Head to ensure continuity and smooth operations across the Corporate Services team (30+ members). Take responsibility for cross-cutting tasks such as onboarding and training, maintaining the organogram and staff movement calendars, coordinating annual closure planning, supporting CST budget processes, and managing guest lists for official events. Respond promptly and discreetly to high-priority requests from senior leadership.
• Crisis Logistics Coordination
  Serve as Crisis Logistics Manager (second shift lead in an 8/24-hour structure) for the Crisis Logistics Team. Ensure readiness by onboarding and briefing team members, assigning roles, and monitoring preparedness activities. Provide practical support to maintain agility and effective response during crisis situations.
• Line manages five staff, with an additional four indirect reports, providing day-to-day guidance and performance oversight. 
• Responsible for coordinating the annual non-pay budget of the Corporate Services Team, totalling 50–60 million yen, ensuring effective planning, monitoring, and value-for-money delivery.

• Minimum 3–5 years of relevant experience, including some exposure to team coordination or supervisory responsibilities
• Experience in supporting multi-functional operations such as finance, procurement, protocol, transport, or crisis response
• Good understanding of financial processes, including experience in monitoring budgets and ensuring compliance with procedures
• Ability to apply policies and maintain compliance in a structured environment
• Strong organisational and time management skills, with the ability to manage competing priorities effectively
• Good interpersonal and communication skills, with confidence in working collaboratively with colleagues and stakeholders
• High level of integrity and cultural awareness in an international or diverse setting

Language requirement:

This role requires written and spoken proficiency in both English and Japanese. fluency (minimum of C2 level for CEFR framework*) in one and business level (minimum of C1) 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.
• C1: Can understand a wide range of demanding, longer texts, and recognise implicit meaning. Can express him/herself fluently and spontaneously without much obvious searching for expressions. Can use language flexibly and effectively for social, academic and professional purposes. Can produce clear, well-structured, detailed text on complex subjects, showing controlled use of organisational patterns, connectors and cohesive devices.