Project-Program Administrative Assistant G5

Introduction

Introduction

The European Union supports Mongolia’s efforts in boosting employment and improving transparency in public finances with a grant of €50.8 million. This is the first budget support programme in Mongolia, and will also address the social and economic consequences of the COVID-19 pandemic.

The programme will support the Government of Mongolia in implementing reforms, notably its employment policy and its public finance management sectors, including tax reforms. It will help improve skills for employability, promote decent work and formal employment, mobilise domestic resources, increase spending effectiveness and strengthen state and non-state actors’ ability to oversee public finance management. As part of this programme, the EU is partnering with the United Nations Development Programme, the United Nations Food and Agriculture Organization and the International Labour Organization to deliver a €7.4 million technical assistance project. It will focus on transparency and oversight of the budget as well as employment creation in the non-mining sectors for youth and for persons with disabilities.

The International Labour Organization is managing the Component D of this project focusing on effective application of international labour standards by strengthening institutions of work, with two objectives of that (i) Regulatory frameworks aligned with international labour standards and (ii) Compliance boosted through strengthened capacity of labour inspection system. The project Component D is implemented by ILO in partnership with the Ministry of Labor and Social Welfare, workers’ and employers’ organizationsand civil society organizations. (https://www.ilo.org/beijing/what-we-do/projects/WCMS_767415/lang--en/index.htm)

Reporting lines:

To report to the National Project Coordinator of the project

Description of Duties

1. Serve as focal point for coordination of project implementation 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/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/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
8. Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories.
9. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
10. Provide guidance and training to, and monitor the work of, junior project/program support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.
11. Process all project payments ensuring accuracy and documenting all financial transactions.
12. Provide informal interpretation and translation.
13. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Languages

Excellent knowledge of English and Mongolian 

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Accuracy and ability to pay attention to details.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.