We are seeking a Project Administrator for a 1-year-contract (Replacement for Childcare Leave) position to work within the Clinical, Assessment, Regulatory, Evaluation Unit at the International Vaccine Institute. (Duty station: Seoul, Korea)

Job Description

This job is responsible for providing administrative and logistics support to Project Team to ensure efficient project implementation.

Key Roles & Responsibilities

1. Grant administration

• Provide budget justification for grant proposal, 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 any IRB approvals required for projects.

2. Project/budget administration

• Maintain approved and updated project 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.
• Provide support in planning, monitoring and validating resource (FTE & external) utilization.
• Monitor and validate individual project cost expenditures, analyze financial status, and advise project team members on funding execution.

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.
• Manage project archiving system.

Job Requirements and Qualifications

1. Education Requirements

• Bachelor’s degree

2. Related Field Work Experience

• 3+ years in administration

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

4. Key Competency

• Client Orientation
• Communication
• Commitment to Continuous Learning

5. Language Proficiency

• Fluency in English