We are seeking a Expat Service Specialist for a 2-year-regular position (renewable) to work within the Human Resources department at the International Vaccine Institute in Seoul, Korea. (Duty station : Seoul, Korea)
Job Description
This job is responsible for ensuring that expat staff at IVI receive timely and quality expat service within the proper guidelines and budget of the institute/legal authorities. It also implements the institute’s expat service strategy so that outcomes meet the institute’s needs and are consistent with its desired internal and external guidelines.
Key Roles & Responsibilities
- Maintain & improve effective Expat service
- Improve, update, and review the IVI Expat service by coordination with the Talent Management Specialist, Compensation & Benefits Specialist, Operations Specialist in the EU office, and direction of the HR Business Partners to improve the IVI Expat service aligning with organizational needs and legal requirements.
- Liaise with vendors and legal authorities in negotiation or agreement for smooth administration of Expat service.
- Develop administrative procedures to monitor and reduce legal risk while improving the delivery of services.
- Maintain an effective expat assistance process
- Provide proactive expat support as needed.
- Maintain accurate Expat master data (including but not limited to staff, staff’s dependents, house helper, etc.), update and share the information with the relevant team/legal authorities.
- Provide necessary training/induction to Expat staff and personal assistants, especially new joiners
- Manage effective day-to-day expat assistance process.
- Manage necessary Ministry of Foreign Affairs process.
- Maintain housing
- Facilitate home finding within the established budget
- Draft lease contract while reflecting special provisions related to IVI’s support on key deposit or yearly advance rent payment
- Conduct risk assessment of the property
- Negotiate with vendors
- Calculate agency fee to be reimbursed by IVI
- Support move-in, settlement, and departure
- Respond to staff inquiries on housing issues
- Manage housing contracts
- Manage BK house
- Other housing-related activities, as needed
- Other HR affairs
- Assist with HR-related activities (training, new joiner arrangement, payroll, etc.)
- Compile and update employee records (hard and soft copies)
- Prepare official documents for IVI Staff as required
- Process routine vendor payments
- Support day-to-day operations of the HR functions and duties as required (e.g., drafting all-staff memos, purchasing office supplies, and gathering information)
- Assist in developing and implementing HR projects (i.e., meetings, seminars, training, surveys, material development) and take minutes as requested
Job Requirements and Qualifications
1. Education Requirements
- Bachelor’s degree or equivalent
2. Related Field Work Experience
- 5+ years
3. Technical and Professional Skills / Knowledge
- Proficiency in MS Office (especially Excel)
- Sound knowledge of HRIS
- Understanding of Immigrations guideline
- Understanding of MoFA process preferred
4. Language Proficiency
- Fluency in English
