Background
UNDP Mongolia is committed to promoting sustainable development and enhancing resilience across the country. All projects managed by UNDP Mongolia fall under one of the following four key portfolios: Natural Resource Management (NRM), Climate Change, Governance, or Diversified, Inclusive, and Green Economic Transition (DIGET).
The Admin and Finance Associate (Roster Recruitment) role is aimed at ensuring effective management of financial, budgetary, asset, and travel logistics, as well as other administrative tasks of the selected project on a daily basis. This recruitment seeks to identify multiple qualified candidates who can be considered for upcoming projects. The position calls for an experienced professional with a solid financial background and extensive expertise in handling administrative and logistical functions.ย
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Duties and Responsibilities
Under the overall guidance and direct supervision of the National Project Manager, the Admin and Finance Associate is responsible for project implementation support services, ensuring effective operational management of the project and transparent utilization of financial resources. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Admin and Finance Associate works in close collaboration with the Project Implementing Unit (PIU) and the Country Office.
Ensure Financial and Budget Management:
Maintain accurate records of project finances and ensure financial documentation is readily available for review. Assist in preparing the annual and quarterly budgets in accordance with the project document. Ensure compliance with project budgets, financial rules, and procedures. Prepare payments and verify that they align with the project document, UNDP financial regulations, and Government financial rules. Provide necessary financial data, including reports, budget utilization, and forecasts, to support management decision-making. Support audits, follow up on audit recommendations, and assist with the preparation of financial reports and budget revisions. Monitor financial progress against project deliverables and ensure timely disbursements and progress reports. Liaise with stakeholders for financial matters and ensure compliance with financial processes and policies. Collaborate with the finance unit to manage payroll, update budget utilization, and maintain accurate financial records. Closely monitor the deliverables against the donor requirement for the next disbursement request and take necessary action to compile necessary documents, co-financing reports of Implementing Partners on time.Provide Administrative and Travel Support:
Assist in administrative work and provide logistic support for smooth implementation of the project, including support organization of meetings, training, workshops, conferences and seminars. Manage project equipment, office supplies, and maintain up-to-date contracts and files. Support the preparation of reports, coordination of project activities, and maintain project documentation. Arrange travel logistics for project-related events and ensure timely submission of travel documentation.Support Assets Management:
Ensure compliance with asset management requirements and participate in inventory verifications. Manage asset transfers and maintain records in line with UNDP regulations.Support knowledge building, knowledge sharing and capacity building relevant to the assigned project.ย
Participate in training and organize briefings on internal procedures for the project staff. Provide support to other capacity building activities, including to the design and delivery of tools, materials for workshops, or platforms that tap into the collective intelligence of communities and mobilize action.ย ย Provide support in the dissemination and sharing of relevant data and lessons learned within the CO and regionally. Keep pulse on emerging best practices nationally, regionally, and internationally that relate to the work of the assigned project.ย Make sound contributions to knowledge networks and communities of practice. Support compiling and systematizing project knowledge, products and tools as well as their wide distribution to partners.ยThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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Competencies
Core competencies:
Achieve Results: Level 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsย Learn Continuously: Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determination: Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: Level 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: Level 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationย
Cross-Functional & Technical competencies:
Business Management ย ย ย ย
Results-based Management. Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools Communication. Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels Working with Evidence and Data. Ability to monitor new and emerging technologies,as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trendsย Customer Satisfactions/ Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service stratege. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
Financeย ย ย ย
Required Skills and Experience
Education:
Secondary education is required, orย University Degree in Business Administration, Accounting, Finance, Public Administration, or equivalent field will be distinct consideration, but it is not a requirement.ยExperience:
Minimum of 7 years (with high school diploma) or 4 years (with bachelorโs degree) of progressively responsible Finance and Accounting experience at the national or international level is required.ย Experience in the use of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages. Experience in managing budget and finance of complex projects, programmes, or initiatives is an asset; Experience working with public sector/government institutions is an asset; Experience in managing administrative responsibilities in development projects is an asset. Experience in asset management is an advantage. Prior experience in logistics/travel is desired.ยRequired languages:
Fluency in English and Mongolian, both spoken and written is required.ยProfessional Certificates
Mongolian Certified Public Accountant Completion Certificate is an asset ACCA or other public certified accounting certifications is an asset.ย
Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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