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IVI Unit Operations Lead (Integrated Development and Pandemic/Outbreak Readiness Unit) [based in Seoul]

Unit Operations Lead (Integrated Development and Pandemic/Outbreak Readiness Unit) [based in Seoul]

New
International Vaccine Institute (IVI)
Full-time
HealthcareHumanitarian and Crisis Response
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Posted Yesterday
Job Description
We are seeking a Unit Operations Lead for a 2-year-regular position (renewable) to work within the Integrated Development and Pandemic/Outbreak Readiness Unit at the International Vaccine Institute. (Duty station: Seoul, Korea)

Job Description

This job is responsible for providing general administrative support to DDG of IDPR, supporting effective operation and management of the unit, supporting IVI SAG, providing PA support, and mentoring PAs in the unit. This is achieved with effective and co-operative interaction with IVI staff in the unit and in other units, external stakeholders and collaborators.

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Key Roles & Responsibilities

1. Stakeholder Relationship Management and Coordination
  • Coordinate communication and consultations with internal and external stakeholders.
  • Facilitate collaboration across units and functions to support implementation of unit priorities, initiatives and activities.
  • Coordinate stakeholder engagements, meetings and follow-up actions to ensure effective execution of agreed activities and deliverables.
  • Maintain productive working relationships with internal and external stakeholders to facilitate collaboration, communication and effective coordination of unit activities

2. Executive and Unit Coordination
  • Provide efficient time-management support to the DDG, including calendar management and daily schedule coordination.
  • Coordinate approval requests, travel arrangements, appointments and meeting logistics for the DDG.
  • Maintain filing systems, records and approval documentation in accordance with organizational policies and procedures.
  • Coordinate preparation of agendas, meeting materials, minutes, conclusions and follow-up actions/reports for meetings and discussions led by the DDG and the unit.
  • Provide coordination support for unit meetings, committees, events, workshops and strategic engagements.
  • Coordinate unit-wide operational activities and monitor progress against key deliverables to support the achievement of strategic and operational objectives.
  • Manage general affairs functions while ensuring compliance with organizational policies and procedures.

3. SAG and Governance Support
  • Coordinate SAG meetings and related activities.
  • Manage SAG records, materials and meeting documentation.
  • Maintain productive working relationships with SAG members and relevant stakeholders.
  • Coordinate inputs from relevant units and stakeholders for SAG meetings and related governance activities.
  • Coordinate communication and follow-up actions arising from SAG meetings with relevant stakeholders.
  • Monitor implementation of agreed actions arising from SAG meetings and provide updates to relevant stakeholders.
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4. Operational Planning and Resource Coordination
  • Coordinate the day-to-day administrative operations of the Unit, serving as the primary point of contact for operational and administrative matters.
  • Manage the unit’s core budget by planning/budgeting, monitoring and executing budget utilization under the guidance of the DDG to support the development of new project opportunities.
  • Coordinate HR-related administrative matters in collaboration with HR and relevant stakeholders.
  • Support unit FTE planning process in close coordination with supervisor.
  • support resource planning, workforce coordination, and operational capacity building to enable effective execution of unit priorities.
  • Coordinate internal communications and ensure Unit members are informed of organizational updates, policies, and administrative requirements.
  • Manage office logistics, workspace planning, equipment, supplies, and other operational resources to support an effective working environment.
  • Establish and continuously improve operational processes and best practices by monitoring operational risks and administrative bottlenecks, and by developing policies, procedures, and process improvements to enhance efficiency and consistency in alignment with organizational policies and procedures.

5. Project Administration and Grant Coordination
  • Manage PA activities for assigned objective codes including budget and expenditure analysis, allocation and disbursement in close coordination with supervisor.
  • Support planning and execution of grants and unit activities through coordination with PA staff and project teams to achieve agreed milestones.
  • Provide mentoring and guidance to unit PA staff in planning and executing grants to achieve their milestones and in improving their knowledge and practice of PA competencies.
  • Provide mentoring and guidance for new staff in learning key administrative and financial policies, processes, and procedures.

6. Any other tasks assigned.

Job Requirements and Qualifications

1. Education Requirements
  • Bachelor’s degree required, MBA or Master’s degree or equivalent preferred

2. Related Field Work Experience
  • 10+ years in office administration
  • Experience in medical research organization

3. Technical and Professional Skills / Knowledge
  • Management and communication skills in international settings
  • Proficient in MS360 Office tools

4. Key Competency

  • Teamwork, Client Orientation

5. Language Proficiency
  • Fluent in English (spoken and written) and Korean (spoken and written)

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