Expo Event Management Support

VACANCY: EXPO EVENT MANAGEMENT SUPPORT      

EMBASSY OF THE KINGDOM OF THE NETHERLANDS IN TOKYO

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Expo Event Management Support
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Number of hours : 18.75 per week (PART-TIME)

SPECIFIC INFORMATION

Do you have what it takes to make the Dutch contribution to the Osaka Expo 2025 a success? Are you interested in cooperating with both internal as external partners on key themes and the programming for the Dutch participation on the Osaka Expo 2025? The Embassy of the Kingdom of the Netherlands in Tokyo is looking for an Expo Event Management Support to organise business and culture related events and incoming (trade) missions in the run-up and during the World Expo 2025 Osaka.

We are looking for an energetic, flexible and creative team player with an open-mind, who is service-oriented, able to work between different cultures and excellent at organizing and managing events. Fluency in both Japanese and English is a must.

You will be offered a temporary employment contract with a 2 month probation period. Gross salary is between JPY 476,354 and JPY 539,868, depending on experience and qualifications. Fringe benefits include a 13th and 14th month paid at the end of the calendar year. The position is created specifically in support of the World Expo 2025 Osaka and will end on 31 December 2025. There is no possibility for extension of the contract or transition into a permanent contract at the embassy in the current position.

MAIN TASKS
The Expo Event Management Support will work for both the Economic Section and the Politics, Public Diplomacy and Culture unit and is expected to execute the following duties:

• Support the organisation of events and (cultural performances, exhibitions, trade missions, seminars, etc.) as part of the Road2Osaka (the campaign to promote the Dutch participation in world expo) and during the World Expo Osaka 2025 in collaboration with colleagues at the Embassy in Tokyo and Consulate General in Osaka.
• Liaise with organisations in the Netherlands and Japan on the planning and implementation of events and (trade) missions leading up to and during the World Expo 2025 Osaka.
• Work together with the colleagues at the Embassy in Tokyo, the Consulate General in Osaka and the Expo project team in the Netherlands on matters regarding the World Expo 2025 Osaka with emphasis on events and missions in the domain of culture, energy transition and circular economy, life sciences, health and vitality, as well as sustainable design and gaming.
• Plan and prepare communication materials and social media messaging in collaboration with trade and policy officers and the communication team.
• Provide general administrative, logistical, financial and organizational support, for the preparation of events and incoming and outgoing visits and missions.
• Assist in organizing Embassy wide events, like the National Day reception.
• Assist other departments in times of temporary lack of capacity during events or missions.

Success factors for the position are successful support for the organisation of a number of events in 2024 and 2025 as part of the Dutch contribution to the World Expo 2025. Although the position is located in the Economic Section of the Embassy in Tokyo, you will work both for the Economic Section as well as the Political, Public Diplomacy and Cultural unit. The position will require frequent travel to Osaka, especially during the World Expo in 2025.

ABOUT THE ECONOMIC AFFAIRS DEPARTMENT AND POLITICS, PUBLIC DIPLOMACY AND CULTURE UNIT

The Economic Affairs Department (EA) is part of the Economic Cluster of the Embassy of the Kingdom of the Netherlands in Tokyo and the Consulate-General in Osaka. EA promotes the Netherlands’ commercial, investment and trade interests in Japan, in particular by supporting Dutch companies who would like to start or to extend business in Japan. The EA department consists of three Trade Officers, one Expo Policy Officer, one Policy Officer, one Office Manager and is headed by the Economic Affairs Counsellor, to whom you will report. The events will be organized as part of the five tracks of the Dutch contribution to the World Expo 2025 Osaka, namely: (1) Energy and Circular Economy, (2) Agriculture and Food, (3) Life Sciences, Health and Vitality, (4) High Tech Systems and Materials, and (5) Culture.

The Politics, Public Diplomacy and Culture (PPC) unit of the Embassy consists of five policy officers and three diplomats. Apart from reporting on political and security related developments in Japan and in the region, the unit implements the International Cultural Policy to promote the activities of creatives from the Netherlands in Japan and to further cultural exchange between Japan and the Netherlands. Public Diplomacy involves the implementation of the communication strategy of the ministry and embassy, and the activities which are organized in the field of human rights, with a special focus on gender equality and LGBTIQ+.

REQUIRED SKILLS & KNOWLEDGE

• Knowledge and experience with event organization and management
• Experience with organisation of trade missions and high level visits is an advantage
• 3+ years proven successful experience and professional growth in a comparable position
• Experience in planning and management of corporate social media and communication
• Secondary vocational education level (senmongakko) or higher
• Fluent in Japanese and English in writing, speaking and listening

COMPETENCIES

• Ability to communicate in writing and orally
• Client orientation
• Ability to plan and organise
• Flexibility
• Ability to work with others
• Ability to work accurately
• Integrity

About the Embassy:

The Embassy of the Kingdom of The Netherlands in Tokyo employs approximately 50 FTE. The Economic Affairs Counsellor and his team are part of the Economic Cluster, together with the office of the Innovation Counsellor, the Agriculture Counsellor and the representative office of the Netherlands Foreign Investment Agency. Politics, Public Diplomacy and Culture is headed by the deputy head of the embassy.

Conditions of employment:

• Salary scale will be in accordance with function and experience.  
• Benefits are according the local staff regulations of the Embassy of the Kingdom of the Netherlands, which are in line with the regulations of the Netherlands Ministry of Foreign Affairs.

Selection procedure:
The Ministry of Foreign Affairs pursues an active diversity policy and is committed to an inclusive organization. We do this by optimally deploying and utilising people's differences and by creating a work culture where everyone can be themselves and feel valued. When composing teams and hiring new talent, we strive for diversity in, among other things, age, gender (identity), culture, religion, background, orientation, (occupational) disability, knowledge and competencies. We strongly encourage candidates of all different backgrounds and identities to apply.

Candidates whose letter and resume are considered to match the formal requirements will be invited for a first interview. Should there be sufficient mutual interest, the candidates will be invited for a second interview.