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 IVIโs 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
Bachelorโs 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