Finance Assistant

The Finance Assistant will assist with the processing of accounts payable and accounts receivable transactions in a small finance team, as well as being the main point of contact between Japan House London and Japan’s Ministry of Foreign Affairs. The Finance Assistant will be responsible for ensuring that all finance documents are translated and submitted to MoFA according to the agreed contract. The role will extend to all areas of accounts payable from authorisation through to payment, and the Finance Assistant will have an integral role to play in the month-end reporting. The Finance Assistant will also be required to support the Financial Accountant and the Finance Director with the preparation of financial reports for upper management.

Key Relationships

• Internal: Finance Team, Director General of Japan House London, Executive Management Committee members, Budget holders across Japan House London
• External: The Ministry of Foreign Affairs in Tokyo (MoFA), Commercial Operators (Retail and Restaurant), External Auditors

Key Responsibilities

• Process high volumes of supplier invoices accurately in a timely manner and with great attention to detail, ensuring correct coding, approvals, and documentation.
• Proactively manage the invoice workflow, including chasing approvals, resolving discrepancies, and preventing backlogs.
• Prepare and execute payment runs (BACS and international payments where applicable in line with internal controls).
• Reconcile supplier statements and investigate unmatched or disputed items.
• Liaise with suppliers and internal stakeholders (project managers, operations and restaurant) to resolve invoice and payment queries.
• Work as part of a team to assist with the raising of sales invoices.
• Assist with the month-end close, including processing of accounting journals and reconciliations (including bank) as required.
• Assistance with ad hoc finance projects as they arise.
• Deal with ad hoc queries as necessary.
• Act as main point of contact between Japan House and Japan’s Ministry of Foreign Affairs on finance-related issues, coordinating and processing finance and accounting-related matters.
• Assist in the submission of financial reports and documents required from MoFA in Japanese, including creating approval letters, invoices and reports.
• Ad hoc translations and document preparation/submission along with the Finance Director.
• Arrange informal meetings with MoFA staff and keep notes of matters discussed.
• Translation work for various emails and documents.
• Such other duties and activities as may be required from time to time.

Skills, Knowledge & Experience

• Essential: At least two years of experience in a finance or accounts-based role, fluent in both written and spoken English and Japanese, with a high proficiency in business language standards, excellent Excel skills including pivot tables and VLOOKUP, competency in MS applications including Word and PowerPoint.
• Desirable: Finance qualification or degree from an accredited college, or working towards this; knowledge of Xero or any other ERP systems would be an advantage.

Capabilities

• Ability to work independently as well as collaboratively.
• Excellent interpersonal and communication skills.
• Excellent time management skills, including the ability to prioritise and work to strict deadlines.
• Proactive, self-starter attitude; helping to improve processes and reduce the likelihood of errors.
• Alignment with Japan House London Values of Omotenashi, Integrity, Cultivation, Open-ness and Shared Passion.

Work Environment

• Our aim is for a flexible approach to work locations, balancing regular on-site presence and working remotely. For this role we anticipate an average of 2-3 days per week on site.
• Some duties will be carried out in Japan House London public spaces.
• Office is based at Japan House London, Kensington High Street.
• Normal working hours are seven hours per day, five days per week, with core hours from 10am to 3pm.

Benefits

• Generous holiday allowance – up to 36 days per year inclusive of public and bank holidays.
• Group life insurance scheme.
• Health & Wellbeing app including remote GP service and access to counselling, physiotherapy and life coaching services.
• Cycle to work scheme.
• Employee discount for the Japan House Shop and Stand.
• Discount platform for high street shops.
• Access to perks and discounts local to Kensington High Street, London.
• Personal learning budget after 6 months’ service.