We are seeking a Training Program Administrator for a 2-year-regular position (renewable) to work within the Training & Capacity Strengthening Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)

Job Description

This job is responsible for providing overall planning and execution of training programs within the IVI Training & Capacity Strengthening (TCS) team including GTH-B training program to ensure efficient program implementation.

Key Roles & Responsibilities

1. Training program planning administration

• • Provide budget justification for training program proposal, while preparing financial reports in compliance with policies and guidelines
  • Provide support in preparing proposal and legal documentation (eg, MOU, service agreement, contract etc) utilizing standard templates. Support internal approval of legal documentation.
  • Provide support in managing sub-awards, sub-contracts, collaboration and other vendors
  • Communicate with Finance for program initiation and closing

2. Training program financial administration

• • Maintain approved and updated training program budgets to facilitate ongoing financial analysis
  • Prepare financial reports in accordance with IVI and/or sponsor templates and guidelines
  • Support preparation of budget and expenditure projections, if needed
  • Provide support in planning, monitoring and validating resource (FTE & external) utilization, if needed
  • Monitor and validate individual training program cost expenditures, analyze financial status, and advise TCS training operation team members on funding execution
  • Monitor the financial activity in the program team in compliance with internal guidelines and government

3. Training program logistical support

• • Interact and communicate with collaborators and collaborating organizations as required
  • Provide logistics support in procurement for the program in accordance with institutional policies
  • Provide logistic/administrative support in arranging meetings, trainings, incoming visits, etc.
  • Coordinate and support disbursement of training program funds
  • Support preparation of periodic (as required) reports for donor organizations according to specification
  • Assist in the submission of reports as requested
  • Engage with updating, prioritizing, and following up the report
  • Communicate with internal and external stakeholders regarding selection process and criteria for LMICs manufacturers for on-site consultation
  • Support for the preparation of on-site training and consultation activities
  • Assist with follow up activities after consultation and complete the report to donor organization

4. Partner engagement support

• • Interact and communicate with domestic and international participants of the training course for their inquiries and requests
  • Provide administrative support in preparing business trip of foreign participants and external faculty
  • Lead participants during the training period
  • Support engagement of external collaborators and partner organizations requests
  • Actively involve with training program related works internally and externally

5. Global Communication

• • Interact and communicate with domestic and international participants of the training course for their inquiries and requests
  • Provide administrative support in preparing business trip of foreign participants and external faculty
  • Lead participants during the training period

6. Other ad-hoc tasks

• • Provide support to IVI Training & Capacity Strengthening program as team required.

Job Requirements and Qualifications

1. Education Requirements

• • A Bachelor’s degree or Master’s degree in science, education, public health, administration, finance, accounting, or business related field

2. Related Field Work Experience

• • Bachelor’s degree & 2 years of experience or Master’s degree & 0+ years of experience in related field: education, administration, finance, accounting, planning, public health or project management

3. Technical and Professional Skills / Knowledge

• • Excellent skills in Microsoft Office and Hancom Office
  • Excellent communication skills in dealing with senior external contacts
  • Strong organizational skills; able to juggle multiple priorities
  • Excellent inter-personal communication skills; professional presence
  • Program/Project management skills are plus (including MS Project skill)

4. Key Competency

• • Client Orientation
  • Communication
  • Commitment to Continuous Learning