We are seeking a Project Administrator for a 2-year-regular position (renewable) to work within the Europe Regional Office unit at the International Vaccine Institute in Seoul, Korea. (Duty station : Stockholm, Sweden)

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, if required.

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, including taking meeting minutes, 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

3. Technical and Professional Skills / Knowledge

• EU Grant requirements knowledge
• Knowledge in accounting and finance
• Knowledge of general administrative procedures and guidelines
• Proficiency in MS Office and web-based applications
• Knowledge in project management

4. Language Proficiency

• Fluency in English – Swedish is a plus