We are seeking an Administrator for a regular position to work within the Finance & Operations Unit at the International Vaccine Institute in Seoul, Korea. (Duty station : Seoul, Korea)

Job Description

This job is responsible for effective operation of Finance & Operations unit by providing active administrative support to the DDG F&O. Effective and cooperative interaction with IVI staff, external stakeholders and collaborators is required.

Key Roles & Responsibilities

1. Provide administrative support to DDG of F&O

• Efficient time-management support to DDG F&O (e.g. manage calendar and daily schedule, travel plans/arrangement, etc.)
• Maintain effective archiving systems and make payment requests.
• Arrange appointments and meetings with internal /external stakeholders – logistic/administrative support including scheduling, draft agendas, attending meetings, writing meeting minutes, drafting conclusions and tracking follow up status on meeting actions.
• Manage general affairs for DDG of F&O (e.g. purchasing office supplies, gathering information, etc.)

2. Administrate F&O related affairs

• Coordinate for effective communication of F&O agendas both internally and externally as required (e.g. all hands meeting, Board of Trustees meeting, ROK, etc.)
• Provide secretarial support to institutional committees and task force teams as directed by DDG of F&O (e.g. Space Committee, Health & Safety Committee, etc.)
• Effective operation support for F&O unit (e.g. fire drill)
• Assist with writing/editing/translating communication materials or other documents while providing translation support (Korean-English) for the unit as requested by DDG of F&O.

3. Others

• Perform ad-hoc tasks related as directed by DDG of F&O
• Provide support to internal communications team for staff events
• Suggest and organize internal events for F&O unit

Job Requirements and Qualifications

1. Education Requirements

• Bachelor’s degree or equivalent

2. Related Field Work Experience

• 2+ years in administrative role

3. Technical and Professional Skills / Knowledge

• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Proficiency with Microsoft Office Suite (Word, PPT, Excel, etc.)

4. Language Proficiency

• Fluency in English