We are seeking an Administrator for a regular position to work within the Director General’s Office at the International Vaccine Institute in Seoul, Korea. (Duty station : Seoul, Korea)

Job Description

This job is responsible for providing administrative support for the effecting management to DG office including logistics & administration support and project & budget administration under the guidance of the Chief of Staff.

Key Roles & Responsibilities

   1. Support proper function of the DG office

• Provide efficient time-management support (calendar &daily schedule) to DG.
• Communicate with internal /external stakeholders: provide logistic/administrative support in arranging meetings, conferences (including SAG), workshops, incoming visits and drafting agenda development.
• Prepare and handle correspondence, memorandum, and confidential documents.
• Maintain DG office’s effective filing /archiving systems, organize approval requests, and make travel plans/ arrangements.
• Manage DG office budget and payments.
• Control and monitor of using Institute &DG’s official seals, and DG’s E-signature.

   2. Support project lifecycle management for DG office

• Support preparation for grant proposals, legal documentation, and financial reports in compliance with policies and guidelines.
• Provide support in managing sub-awards, sub-grants, collaboration, and other vendors.
• Communicate with Finance for grant initiation and closing.
• Coordinate any IRB approvals /internal publication clearance process required for projects.
• Maintain approved and updated project budgets to facilitate ongoing financial analysis.
• Support preparation of budget and expenditure projections.
• Provide support in planning, monitoring, and validating resource (FTE & external) utilization.
• Monitor and validate individual project cost expenditures, analyze financial status, and advise project team members on funding execution.

    3. Others

• Perform ad-hoc tasks related to DG office as directed by the Chief of Staff
• Provide support for DG Office in staff events and internal communication agendas

Job Requirements and Qualifications

   1. Education Requirements

• Bachelor’s degree or equivalent

   2. Related Field Work Experience

• 3+ years in administration

   3. Technical and Professional Skills / Knowledge

• MS Word, PPT, Excel, etc.
• Thorough knowledge or the ability to rapidly acquire such knowledge of the rules and regulations and administrative procedures
• Knowledge in accounting /finance/project management is a plus

   4. Language Proficiency

• Fluency in English and Korean