We are seeking a Project Administrator for 1-year-contract position to work within the Business Development Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)
To provide administrative, logistical, and operational support to the project team to ensure smooth implementation of project activities for the feasibility study on the establishment of a fill and finish facility in the Philippines. This role assists with routine project coordination tasks, documentation, financial processing, and logistics.
Key Roles & Responsibilities
1. Project Logistics and Operations Support
- Supporting selected components of economic evaluation activities, including data organization, basic analysis support, and documentation.
- Assisting with the consolidation, formatting, and organization of comprehensive reports and related deliverables.
- Coordinating logistics and providing administrative support for major events, meetings, and workshops, including scheduling, communication with stakeholders, and on-site coordination as needed.
- Support arrangements for meetings, workshops, training, and conferences (booking rooms, preparing materials, sending invitations).
- Assist with procurement processes including collecting quotations, preparing purchase requests, and tracking orders.
- Support coordination and documentation related to project fund disbursement.
- Provide general operational support for project activities as needed.
- Assist with scheduling and follow up for project activities, check ins, and deliverables.
- Support collection of information from team members for updates, reports, and evaluations.
- Help maintain project timelines, checklists, calendars, and status trackers.
- Provide logistical and administrative support for new grant-preparation activities (budget data gathering, formatting documents, scheduling meetings).
2. Project Administration Support
- Handling routine administrative processes, such as documentation management, record keeping, and general operational support.
- Assist in preparing, organizing, and filing project documents, including agreements, reports, and correspondence.
- Support the preparation of draft versions of service agreements and other documents using established templates.
- Maintain updated records and tracking sheets assigned by the Project Team.
- Assist with internal approval workflows for documents.
3. Project Financial & Grant Support
- Provide basic support in preparing budget justification tables and simple financial summaries under the guidance of the Project Team.
- Help collect invoices, receipts, and supporting documents for financial reporting.
- Support coordination with Finance for transaction processing, grant opening/closing documentation, and reconciliation tasks.
- Assist in organizing financial data for donor reporting.
4. Other Duties
- Provide general support to the Project Team and Business Development team as requested.
- Perform ad-hoc administrative tasks related to ongoing and new project.
Job Requirements and Qualifications
1. Education Requirements
- A Bachelor’s degree or Master’s degree in business administration/project management/finance related field
2. Related Field Work Experience
- Bachelor’s degree & 3 years of experience or
- Master’s degree & 1 years of experience in related field: administration, finance, accounting, planning, 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
- Excellent inter-personal communication skills; professional presence.
4. Key Competency
- Teamwork and Project Administration Support
- Communication
- Commitment to Continuous Learning
