1. Serve as focal point for coordination of project administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions;
2. Provide general office management assistance, handle administrative tasks, and provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars;
3. Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor;
4. Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management;
5. Maintain an overview of the financial situation of the project. Prepare and modify budget data as required;
6. Maintain and update relevant databases/records/registers/inventory/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes;
7. draft substantive correspondence on project activities and briefing nots;
8. liaise with concerned ILO constituents, partners and donors for required clearance. Maintain up-to-date directories.
9. Arrange internal and external meetings and appointments. Take notes and/or minutes at the meetings.
10. Provide information to project’s implementing partners on ILO administrative and financial procedures, inform the NPC of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address problem in timely manner.
11. Ensure accuracy and document all financial transactions.
12. Provide informal interpretation and translation. 13. Perform other duties assigned by the director.
Education
Completion of secondary education.
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
Ability to prepare preliminary reports and to draft correspondence.
Ability to interpret and work within the applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills and attention to detail
Five years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.
Excellent knowledge of Mongolian and English.
Application deadline: 10/03/2023
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