JOB DESCRIPTION

View Vacancy – JPN (Tokyo) – Information Management and Audit Officer, AO

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 FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.

Job Category

Foreign, Commonwealth and Development Office (Operations and Corporate Services)

Job Description (Roles and Responsibilities)

Main Purpose of Job:

The Japan Network consists of the British Embassy Tokyo and the British Consulate General Osaka. Corporate Services is the engine room of the Network, providing a broad range of essential services to support delivery of key UK Government objectives. These include but not limited to Protocol, Procurement, Finance, Safeguarding, Transport, HR, Estate, IT, Security, Health, Safety and Wellbeing. We provide services to around 200 staff from 7 government departments in Japan and provide the lead for Corporate Services policies across both posts in the Japan Network (the Embassy in Tokyo and the Consulate-General in Osaka).

The Information Management and Audit Officer will contribute to the establishment and enhancement of operations in the field of information management and data protection. This is a newly created role, intended to make effective use of new technologies and tools to effectively manage the information produced and held by the Japan Network, and find ways to educate and inform our internal audience using the data assets that we hold. In addition, they will collaborate with the Deputy Head of Corporate Services to promote internal controls for the Japan Network through various audit exercises, which are part of the core responsibilities of the Corporate Services team.

What the Jobholder will be Expected to Achieve:

Data Management (Deputy Information Management Officer)

• Support the Information Management Officer (IMO) in maintaining Records of Processing Activities under UK GDPR Article 30, identifying and mitigating personal data risks, and monitoring policy compliance.
• Assist the IMO with timely reporting of personal data incidents, provide guidance on incident response procedures, and support post-incident reviews.
• Promote best practices in handling and storing information in line with the Public Records Acts and Civil Service Code and support audits and implementation of local information management procedures.
• Coordination and management of the Japan Network SharePoint, Power Automate and Power BI tools and working with CoPilot agents.
• Support the Chair as Secretariat to relaunch the currently inactive Corporate Group, with the aim of implementing Knowledge and Information Management Services in collaboration with Post volunteers.
• Directly supporting Japan Network teams in managing their information assets and adhering to the FCDO records management policy.

Internal Controls

• Support fraud prevention and audit activities led by senior management, including monthly surprise checks, fraud risk analysis, internal audit coordination, and year-end audit support.
• Management of audit and risk management trackers.
• Collaborate with the newly appointed Fraud Liaison Officer at the Post to reduce fraud-related risks and implement effective countermeasures.

Other Corporate Areas

• The scope of responsibilities as a Corporate Services Officer is not limited to the above. For example, you may be assigned other corporate initiatives as needed, such as handling corporate negotiations for hotels and flights used by the Embassy.
• Additionally, when there are vacancies within the Corporate Operations team, during holiday seasons, or when visits or events arise that require coordination across the Japan Network, irregular task assignments may occur.

Essential qualifications, skills and experience

• Information management skills – experience using a range of tools including SharePoint, Power Automate, Power BI, CoPilot agents, or equivalent
• IT business skills – confident in the use Microsoft Teams, Outlook, Word, Excel, and PowerPoint
• Advanced Communication skills in both Japanese and English. Whether by email, phone, or face-to-face

Language Requirements:

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 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.

Desirable qualifications, skills and experience

• At least 1 year of experience working in an embassy or public sector organisation, or at least 3 years of corporate experience in companies with an international corporate culture
• Experience adhering to data protection rules and educating colleagues on good data management

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

Application deadline

22 October 2025

Grade

Administrative Officer (AO)

Type of Position

Full-time, Permanent

Working hours per week

37.5 hours

Region

Asia Pacific

Country/Territory

Japan

Location (City)

Tokyo

Type of Post

British Embassy

Number of vacancies

1

Salary Currency

JPY

Salary

JPY 435,700

Type of Salary

monthly

Start Date

1 December 2025

Other benefits and conditions of employment

• 1 month salary bonus equivalents payable in June and December
  (Note: Salary may be reduced due to tax status)
• Commuting allowance of up to JPY35,000 per month (paid on an actual cost basis)
• 25 days paid annual leave (calculated pro rata)
• Health Insurance and Employee pension (kenko hoken/kosei nenkin)
• Employment Insurance (koyou hoken)

Working Patterns:

The British Embassy supports and promotes flexible working as a crucial part of our inclusive offering. This role allows for flexible working e.g. start and end times, working compressed hours, working remotely on one day a week, and the possibility of a job share arrangement, subject to agreement with management.

This role will be offered pending successful reference and security checks and is subject to the appropriate permissions to work. Staff recruited locally by the British Embassy Tokyo is subject to Terms and Conditions of Service according to local Japan employment law.

No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in Japan with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.

Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.

The FCDO operates an agile approach to delivery. To facilitate an agile workforce, you may be required to undertake other duties from time to time as we may reasonably require.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Note: All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.

Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

To ensure a successful application it is important that you explain how you demonstrate these behaviours, including through your experience. You are strongly advised to read the Success Profiles Civil Service Behaviours Framework, which provides detailed guidance on how the behaviours are defined.

Applicants are encouraged to use the STAR (Situation, Task, Action, Result) format to prepare specific examples of when they have demonstrated these behaviours in their application. Using the STAR format to provide evidence of your skills and experience in your application and at interview helps to give a structure. You briefly describe the situation in which you showed the behaviour, and then explain your task in addressing the situation, what action you took and the result of this.

Please ensure that your application is authentically written based on your own experiences. If AI tools are used, their usage must only be limited to specific tasks such as ensuring formatting consistency and keyword relevance. The core content, personal narratives, and responses to behaviour and skill-based questions must genuinely reflect your professional journey, experiences, and achievements. We place great importance on originality and individual effort throughout the application process. Any form of plagiarism will result in immediate disqualification.

For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender and nationality.

The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements