Programme Controls and Report Manager - Japanese Operations

Job Description

Aioi R&D Lab – Oxford is an AI R&D company based in Oxford, on a mission to harness AI to understand, predict, and manage risk, helping build a safer, more resilient society.

We sit at the intersection of academia and industry, working with Oxford's professors, researchers, and graduates alongside commercial spinouts and partner companies, to turn frontier research into AI that actually ships rather than just gets published.

Our work spans applied AI for insurance and adjacent industries, including supply chains, nature, autonomous driving, and the emerging challenges nobody's solved yet, alongside deep research of our own into agentic AI, privacy-preserving technologies, trustworthy AI, complex systems modelling, and quantum computing.

We build AI products and solutions for insurers, businesses, and public-sector organisations worldwide, and run innovative research projects that push these technologies further, helping people make better decisions in an uncertain world.

You’ll support the successful delivery of the CODAS R&D Programme: a large-scale, multi-partner, international AI research programme funded by the Japanese government and delivered in collaboration with leading research, technology and industry partners.

The role combines project management, programme controls, financial reporting and operational engagement responsibilities. Working closely with the Programme Director, Finance teams, Track Leads and programme partners, the role will coordinate the preparation, validation and delivery of programme financial and operational reporting, ensuring information provided to Japanese stakeholders is accurate, timely and aligned with programme governance, contractual obligations and funding requirements.

Leveraging Japanese language skills and an understanding of Japanese business practices, the role will act as a key liaison between UK and Japanese programme teams, facilitating effective communication, financial transparency and operational collaboration while supporting the day-to-day delivery of programme activities and programme milestones.

The purpose of the role is to ensure:

• Programme financial information, expense reporting and supporting evidence are accurately coordinated, validated and prepared to support reporting to Japanese programme partners and funding bodies.
• Financial and operational reporting is delivered in a timely manner, supporting effective programme governance, funding compliance and informed decision-making by the Programme Director.
• Strong working relationships are maintained between UK and Japanese stakeholders, enabling effective communication, collaboration and programme delivery.
• Programme governance, documentation and reporting activities are effectively coordinated in support of contractual, regulatory and funding obligations.

What you will be doing:

• Coordinate the preparation and submission of programme financial and expense reports to CODAS, NEDO and Japanese programme stakeholders, ensuring expenditure is accurately recorded, appropriately evidenced and reported within required timescales, while supporting the Programme Director in fulfilling programme reporting obligations.
• Validate that financial records and supporting documentation are complete, accurate and compliant with programme funding requirements, including quotations, purchase approvals, invoices, proof of payment, timesheets, labour records and other required evidence.
• Work closely with Finance teams, Track Leads and programme contributors to resolve discrepancies, obtain missing documentation and improve the quality and accuracy of reporting prior to submission.
• Maintain accurate financial reporting trackers, expenditure records and budget monitoring information, ensuring programme spend is effectively tracked against approved budgets and that records remain current, traceable and audit-ready.
• Support financial forecasting, expenditure monitoring, audits, funding inspections and information requests by maintaining organised financial records and ensuring supporting evidence can be readily accessed and validated.
• Act as the primary operational liaison for programme financial reporting with Japanese stakeholders, using Japanese language skills and an understanding of Japanese business practices and reporting expectations to support effective communication and collaboration.

What you will need;

• Demonstrable experience in programme financial reporting, budget monitoring and financial administration, supported by a relevant financial qualification (e.g. CIMA).
• Advanced Excel skills, including Pivot tables, LOOKUP, complex formulas and financial reconciliations, with the ability to build audit ready reporting and maintain high levels of data integrity.
• Experience coordinating financial reporting, programme controls or reporting activities within complex projects or programmes.
• Experience managing expense reporting, financial records and supporting documentation.
• Strong attention to detail, with the ability to validate financial information and audit evidence.
• Experience working with Finance teams to prepare management information and programme reports.
• Fluent in Japanese and English, with strong written and verbal communication skills.
• Strong Excel skills, including Pivot Tables and VLOOKUPs, with experience managing large volumes of data.
• Proven ability to work effectively in a fast-paced, deadline-driven environment and manage multiple priorities.