We are seeking an Expat Service Specialist for a 7-months-contract (Replacement for Maternity Leave) position to work within the HR Department at the International Vaccine Institute in Seoul, Korea. (Duty station : Seoul, Korea)
Job Description
This job is responsible for ensuring that expat staff at IVI receive timely and quality expat service within the proper guidelines and budget of the institute/legal authorities. It also implements the instituteโs expat service strategy so that outcomes meet the instituteโs needs and are consistent with its desired internal and external guidelines.
Key Roles & Responsibilities
1. Maintain & improve effective Expat service
Improve, update, and review the IVI Expat service by coordination with the Talent Management Specialist, Compensation & Benefits Specialist, Operations Specialist in the EU office, and direction of the HR Business Partners to improve the IVI Expat service aligning with organizational needs and legal requirements. Liaise with vendors and legal authorities in negotiation or agreement for smooth administration of Expat service. Develop administrative procedures to monitor and reduce legal risk while improving the delivery of services.
2. Maintain an effective expat assistance process
Provide proactive expat support as needed. Maintain accurate Expat master data (including but not limited to staff, staffโs dependents, house helper, etc.), update and share the information with the relevant team/legal authorities. Provide necessary training/induction to Expat staff and personal assistants, especially new joiners Manage effective day-to-day expat assistance process. Manage necessary Ministry of Foreign Affairs process.3. Maintain housing
Facilitate home finding within the established budget Draft lease contract while reflecting special provisions related to IVIโs support on key deposit or yearly advance rent payment Conduct risk assessment of the property Negotiate with vendors Calculate agency fee to be reimbursed by IVI Support move-in, settlement, and departure Respond to staff inquiries on housing issues Manage housing contracts Manage BK house Other housing-related activities, as needed
4. Other HR affairs
Assist with HR-related activities (training, new joiner arrangement, payroll, etc.) Compile and update employee records (hard and soft copies) Prepare official documents for IVI Staff as required Process routine vendor payments Support day-to-day operations of the HR functions and duties as required (e.g., drafting all-staff memos, purchasing office supplies, and gathering information) Assist in developing and implementing HR projects (i.e., meetings, seminars, training, surveys, material development) and take minutes as requested
Job Requirements and Qualifications