We are seeking an Administrator for an 1-year contract position to work within the Finance & Operations Unit at the International Vaccine Institute in Seoul, Korea.
Job Description:
This job is responsible for the effective operation and management of DDG Finance & Operations unit and providing general administrative support to the DDG F&O. Effective, co-operative and productive interaction with IVI staff, external stakeholders and collaborators as required. Ensure the efficient working of DDG F&O and the unit including any accounting support.
Main Roles & Responsibilities:
- Provide administrative support to DDGs and their unit
- Manage calendar and daily schedule.
- Maintain effective filing systems, organize approval requests, make travel arrangements etc.
- Assist with appointment and meeting arrangements – scheduling, draft agendas, writing meeting minutes, drafting conclusions and tracking follow up status on meeting actions.
- Assist with writing/editing communication materials or other documents upon request.
- Provide Korean/English support as required.
- Manage general affairs agendas in unit level
- Ad hoc support activities within F&O as decided by DDG F&O
- Communicate with internal/external stakeholders.
- Coordinate internal communication meeting (ex. All staff meeting).
- Arrange and provide secretarial support stakeholders’ meetings, committees, and other corporate meetings (BOT, Finance & Audit Committee, ROK representatives, KCDC, MOH, etc.).
- Communicate with external parties as required; meetings, visitor planning etc., including donor agencies, government representatives, external advisors, consultants and auditors and etc.
3. Accounting
- Manage vendor information, process project card payments, prepare weekly disbursement list, advance mapping as required.
Job Requirements and Qualifications:
- Education Requirements
- Bachelor’s degree or equivalent (Business Administration)
- Related Field Work Experience
- 2+ years in admin role
- Technical and Professional Skills / Knowledge
- Good working knowledge of IVI operation
- Excellent PC skills (MS, Word, PPT, Excel etc)
- Strong communication skills, efficiency, tact and confidentiality
- Language Proficiency
- Fluency in English