We are seeking a Procurement Assistant for a regular position to work within the Procurement & Travel Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)

Job Description

This job supports procurement, supply, and logistics services to ensure that all procurement and logistics activities comply with IVI’s policies and procedures.

Key Roles & Responsibilities

1. Procurement Process Execution and Coordination

• • Procure goods and services within approved signature authority and guidelines.
  • Source vendors and products/services based on technical specifications and statements of work.
  • Negotiate purchasing terms and conditions with vendors and issue purchase orders/contracts.
  • Ensure timely delivery, inspect goods upon receipt, and verify physical condition.
  • Monitor payment schedules and process payment requests.
  • Maintain office supplies and stationery to support smooth operations.
  • Oversee DHL, FedEx, and UPS shipments and handle invoice settlements.
    

2. Support Procurement System and Operations

• • Review and approve new items and vendors in accordance with policy before system entry.
  • Manage and oversee the office supplies online ordering system.
    

3. Vendor Management and Contract Administration

• • Maintain and update vendor records, ensuring compliance with IVI policies.
  • Assist in evaluating vendor performance and maintaining a preferred supplier list.
    

4. Compliance and Documentation

• • Ensure procurement activities comply with internal policies and external regulations.
  • Maintain accurate records of purchase orders, invoices, and vendor communications.
  • Assist in preparing reports and documentation for audits and internal reviews.
    

5. General Administrative Support

• • Assist in responding to procurement-related inquiries from internal stakeholders.
  • Support procurement team members with data entry, filing, and general administrative tasks.
  • Participate in training and process improvement initiatives to enhance procurement efficiency.
    

6. Other duties as assigned.

Job Requirements and Qualifications

1. Education Requirements

• • Bachelor’s degree or equivalent

2. Related Field Work Experience

• • 0~1 years

3. Technical and Professional Skills / Knowledge

• • Negotiation, communication, and persuasion skills
  • Knowledge of e-procurement system and ERP
  • Knowledge of procurement and contractual law
  • Knowledge of logistics and customs clearance

4. Key Competency

• • Client Orientation, Communication, Collaboration, Persuasion skills, Commitment to Continuous Learning