Japanese Speaking Operations Deputy/Manager

We are looking for someone who will be responsible of the unit’s efficiency & productivity whilst ensuring compliance to all processes.

Job Description:

We are looking for someone who would like to manage the Visa Application Centre with overall responsibility of the unit’s efficiency & productivity whilst ensuring compliance to all processes as per Critical Service Levels and Reporting requirements from the Embassy/Consulate. Written & verbal communication skills in Japanese is required.

Areas of responsibility and brief description

Business Unit and Financial Management

Oversee the entire business unit, ensuring overall operational success.
Ensure the unit’s profitability and meet EBIT targets set by the Zone/Region.
Manage the unit’s expense budgets and allocated resources effectively.
Enhance and maintain ongoing Value-Added Services to meet monthly and annual targets.
Update and track productivity and Value-Added Services Conversion Grid on a weekly/monthly basis for performance reviews.
Forecast manpower requirements, particularly for peak season hiring needs.

Process and Team Management

Adhere to all existing processes and meet the defined Service Level Agreements.
Mentor teams to ensure adherence to all SOPs and processes, in line with organizational and ISO standards.
Align teams with objectives listed in the Team Objective Tracker and ensure their contribution toward achieving these goals.
Implement process improvements to enhance quality and efficiency within the unit.
Lead the implementation of new processes in the Visa Application Centre(s).
Oversee regular product and process training for staff, including coaching and development.
Ensure staff attendance at HR-scheduled training and conduct Internal Process Certifications (OCLs) to monitor effectiveness.

Relationship Building and Innovation

Build and maintain strong business relationships with Consulate officials.
Encourage the team to share innovative ideas and best practices.
Collaborate with the Value-Added Services team to develop new revenue channels.
Manage both physical and data security at the Application Centre, ensuring adherence to the Corporate Security Policy and pre-empting potential breaches.
Coordinate with support functions (Administration, Human Resources, Finance, etc.) as needed.

Sustainability

Promote judicious use of natural resources.
Adhere to the organisation’s environment, health, and safety policies, objectives, and guidelines

Anti Bribery Management Systems (ABMS)

Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual.

a. Understanding of ethical standards and the importance of integrity in business practices.

b. Ability to identify and evaluate risks related to bribery in various business contexts. For more detailed explanation, follow the ABMS manual.

Requirements

Education: Minimum: Bachelor’s degree from accredited university
Additional: Post-Graduate or global equivalent
Experience:

Minimum 3 years of experience in operations, with experience in VISA / Passport
Prior experience of managing a mid-sized team
Experience in managing processes, as well as leading on projects, a plus.
Knowledge & Key Skills:

Proficiency in MS office, especially Excel
Adaptability and presence of mind to handle complaints and escalations
Ability to Innovate and enhance procedures and methods to increase productivity & cost effectiveness
Professional level of both written and spoken communication for interactions with VAC staff
Job Type: Full-time
Education:

Bachelor’s (Required)
Experience:

Operations management: 1 year (Required)
Sales: 1 year (Preferred)
Language:

Japanese (Required)
Willingness to travel:

25% (Preferred)

Work Location: In person