We are seeking a Project Administrator for a 2-year-regular position (renewable) to work within the Innovation, Initiatives & Enterprise Development Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)
Job Description
This job is responsible for for supporting the I2N3 Department to ensure effective and efficient execution of programmatic and logistical aspects of the initiatives and objective codes. One major component of the position constitutes the support of the ADG, I2N3 with managing the network of collaborators as well as cross-project management of budgets overseen by the I2N3 Department.
Key Roles & Responsibilities
1. Grant administration
- Provide budget justification for grant proposal(s), while preparing financial reports in compliance with policies and guidelines.
- Provide support in preparing legal documentation (eg, MOU, service agreement, contract etc) utilizing standard templates. Support internal approval of legal documentation.
- Provide support in managing sub-awards, sub-grants, collaboration and other vendors
- Communicate with Finance for grant initiation and closing
- Coordinate IRB approvals required for projects, if applicable.
2. Program Administration for project/studies
- Manage project budgets and sub-grants in accordance with policies and guidelines of donors and the IVI
- Prepare periodical financial reports of the grants to the donors with all required elements indicated in the grant agreement and in accordance with donors’ policies and guidelines and provide that information to program management
- Contribute to the planning and development of scientific agendas and presentations for workshops, trainings and international scientific meeting/conferences
- Collaborate with project managers for the timely execution of the project activities
- Support ADG, I2N3 with Department-wide expenditure analysis of budgets across projects incl. planning, monitoring and validating resources FTE, site project budgets, update relevant team accordingly.
- Perform other tasks as assigned.
3. Logistics and administration
- Provide logistics support in procurement for the project and functions.
- Provide logistic/administrative support in arranging meetings, conferences, workshops etc.
- Coordinate and support disbursement of project funds
4. New Grant Development for projects/studies
- Develop budget and budget narratives for new grant applications prepared in the Department and ensure the accuracy in compliance with all required elements in the proposal
- Attend the conference calls/meetings to develop/negotiate the new funding opportunities and take necessary follow-up actions, especially with regards to financial and administrative aspects
- Provide other support to scientists in the I2N3 Department with new grant preparation as requested
- Perform other tasks as assigned.
Job Requirements and Qualifications
1. Education Requirements
- Bachelor’s degree
2. Related Field Work Experience
- 3+ year
3. Technical and Professional Skills / Knowledge
- Knowledge in accounting and finance
- Knowledge of general administrative procedures and guidelines
- Proficiency in MS Office and web-based applications
- Knowledge in project management
4. Language Proficiency
- Fluency in English
