Programming Projects Production Manager (Exhibitions)

Japan House London is committed to equality, diversity and inclusion among our workforce. You are encouraged to apply even if your experience doesn't precisely match the job description. We encourage candidates of all backgrounds and identities, and particularly welcome those from under-represented groups.

The Programming Projects Production Manager (Exhibitions) will work closely with the Programming team, especially in the execution of Japan House London's exhibitions, and related events when necessary.    
You will report to the Head of Programming Projects working as part of the wider Japan House London Programming team. 
You will lead the planning and delivery of exhibition builds and installations at Japan House London, overseeing their maintenance to ensure continued excellence. Your role will be to uphold the highest standards in design, construction, procurement, risk management, and Health & Safety (H&S) while ensuring the proper care of exhibits and collaborators. 

Key Relationships   

Internal   

• Director – Programming  
• Head of Programming Projects  
• Programming Team   
• Other internal teams: Visitor Experience, Operations, Marketing & Communications, Corporate Development, Retail Merchandising, Tokyo Liaison 

External   

• Ministry of Foreign Affairs (Japan) and Embassy of Japan in the United Kingdom  
• Exhibition content holders in Japan and the UK
• Retail and food and beverage partners  
• Other suppliers and contractors  

Exhibition Planning, Build and Shipping 

• Planning, coordinating, and delivery of the build and installation and overseeing the maintenance of Japan House London’s exhibition programme under the supervision of the Head of Programming Projects. At critical points during exhibition implementation, such as order placement and during installation and deinstallation, such work may not align with conventional office hours.
• Liaising in English and Japanese with a range of stakeholders in Japan, the UK and beyond to ensure the highest standards in design, construction, procurement, risk management, health and safety (H&S), and the preservation of artworks. 
• Ensuring the accuracy of technical drawings and creating exhibition layouts and drawings where necessary. 
• Organizing and overseeing the construction and dismantling of exhibitions using a thorough production schedule under the supervision of Head of Programming Projects. 
• To work sustainably, including recycling and reusing materials where possible.
• To advise on the level of budgets required for technical and exhibition purposes, and to maintain production budgets.
• To manage all relevant insurance and shipping requirements for Japan House London exhibitions both on-site and off-site.
• Procure estimates and quotations for services including the shipping of items, exhibition build, freelance art-handling technicians, AV, electrical, lighting, and other contractors required to deliver exhibitions and ad hoc building improvement projects.

 Care and security of objects 

• With the Programming team members and stakeholders in Japan and UK, you will ensure that artworks and loaned items are condition checked on arrival and departure from Japan House London. You will instruct and supervise the freelance technicians to undertake the relevant condition checking, and Programming Projects Production Manager to ensure that adequate time is planned within the schedule.
• Work closely with the Operations team, ensure the security of artworks including consideration of CCTV cameras, the use of security fittings, vitrines, barriers and alarms.  
• Oversee the daily maintenance of exhibitions and care of art works/display objects, including physical handling, packing and unpacking, crating, re-framing and storage, and managing the storage of non-displayed loaned and objects owned by Japan House London.
• Ensure that the exhibition environment conditions are maintained to protect display items. 
• To be responsible for the maintenance, organization and storage of materials for reuse where possible in line with any sustainability targets.

 Health & Safety 

• Produce risk assessments and method statements and RAMs and ensure that Health and Safety protocol in the exhibition and display spaces.
• Ensure that Health and Safety procedures are adhered by contractors, content holders and all staff in the exhibition and display spaces.

 General Responsibilities 

• Occasional support and delivery of other projects with other members of the Programming team or other departments.
• Sourcing products and services and completing internal financial processes in the correct manner

Essential  

• Educated to degree level or equivalent qualification in a relevant field   
• At least 3 years’ professional experience in a similar role with responsibility for exhibition production
• Japanese Language Skills (minimum requirement: advanced receptive – listening/reading skills)
• English language skills to professional level
• Right to work in the UK
• Proven skills managing exhibition planning, production, installation and management
• Understand plans & technical specifications and with a working knowledge of 3D modelling, Vectorworks or other drafting software
• Excellent knowledge of the Health & Safety at Work Act, and risk management/risk assessment in relation to H&S and fire safety
• High level of proficiency in full MS Office suite and use of CRM and other software systems beneficial  
• An understanding of Japan and Japanese cultures 
• Experience of working with or in Japan
• Project management experience
• Budget management experience 

 
Desirable 

• International shipping management including customs clearance systems such as NIRU and Carnets 
• Additional training/courses completed in associated areas advantageous, e.g., art handling, project management, IOSH, logistics
• Exposure to sector (Museum, Arts, NFP, Visitor Attraction, Heritage Destination or Tourism Development) preferred  
• Previous experience in a project-based office environment desirable  
• Experience of working in an inter-cultural environment  

 
Capabilities 

• Demonstrate Japan House London Values: Omotenashi, Integrity, Shared. Passion, Cultivation and Open-ness.
• Japanese Language Skills (minimum requirement: advanced receptive – listening/reading skills).
• Excellent written and spoken English.
• Ability to work within a project-management methodology and balance multiple projects and priorities with strong organizational, planning and time-management skills.
• Ability to work independently as well as collaboratively, working effectively and closely with, internal teams, creative partners and external consultants in Japan .
• Commitment to creating and maintaining good relationships with individuals and organizations, both in Japan and elsewhere, including leading artists, designers and curators
• A participative team player with an inclusive approach towards all colleagues .
• Excellent interpersonal and communication skills with the ability to influence people whilst maintaining tact and cultural sensitivity  
• Attention to detail and problem-solving skills  A creative mind with an ability to suggest improvements .

• Our aim is for a flexible approach to work locations, balancing regular on-site presence and remote working. Limited flexibility for remote working by agreement.   
• Some duties will be carried out in Japan House London public spaces   
• Office is based at Japan House London, Kensington High Street.   
• Full-time role of 40 hours per week, inclusive of after-hours project-related tasks (evenings and weekends). Outside of installation periods, standard working hours are 8 hours per day, 5 days per week, with core hours from 10am to 3pm.   
• Requests for flexible working will be considered, please outline your request in your application.