IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
- Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
- Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
- All selected candidates will undergo rigorous reference and background checks
- All applications will be treated with the strictest confidentiality
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.
Organizational Setting
FAO Mongolia works with the vision "to be a leading, credible and responsive partner in ensuring food and nutrition security of the population". The office has been coordinating projects and programmes in research, capacity building, natural resources management, technology transfer, food and agriculture policy, livestock production systems management, emergency and post crisis management, forestry information, statistics, food security and nutrition, emergency response operations, crop production system management, and food quality and safety.
The project “Sustainable Ecosystem and Agriculture Management for Rural Development in Mongolia (STREAM )” aims to contribute to strengthening Mongolia’s green and digital transition efforts for inclusive and sustainable development.
The project is co-financed by the European Union and the Federal Ministry of Economic Cooperation and Development (BMZ) and is implemented by GIZ as the lead organization, with FAO as a partner. FAO is responsible for implementing the Agriculture and Land component.
FAO is currently seeking an Administration Specialist to provide support to the project team to manage the Agriculture and Land Component.
Reporting Lines
Under the overall supervision of the FAO Representative in Mongolia, and the direct supervision of the National Project Manager, and in close liaison with the AFAOR and communication, operational, and admin staff of the FAO Mongolia.
Technical focus
The incumbent must take on various roles within an organization to help ensure effective day-to-day operations of the project.
Tasks and responsibilities
• Carry out administrative functions, including drafting and reviewing Terms of Reference (TORs) for project personnel for technical and operational clearance; support the hiring of national and international affiliate workforce, in accordance with FAO rules and regulations under the supervision of National Admin Specialist; initiate and follow up on GRMS-related actions;
• Support tender evaluation processes, including coordination of evaluation documentation, and reporting in line with FAO procedures;
• Monitor and maintain records of outposted petty cash expenditures;
• Provide logistical and travel support to the project, including processing local travel requests and ensuring timely submission of Back-to-Office Reports (BTORs) and Travel Expense Claims (TECs);
• Provide guidance and support to the Project Team and field offices on FAO administrative procedures and requirements;
• Support the Project Team in maintaining effective communication, filing systems, and workflow related to administrative activities;
• Support project communication activities in coordination with FAO communication staff, including logistical and administrative arrangements for visibility, outreach, and events;
• Manage official correspondence and maintain proper filing and archiving systems;
• Ensure FAO premises are maintained in good working condition;
• Support the organization of workshops, trainings, and meetings;
• Maintain project assets and inventory in good condition, ensuring accurate records of custodianship, location, physical verification, and year-end inventory stock-taking, and facilitate timely disposal in line with FAO procedures;
• Assist in the organization of Project meetings and Project Steering Committee (PSC) meetings but not limited to;
• Support the Project Manager and technical experts in the day-to-day operation and maintenance of project vehicles;
• Perform any other duties within the incumbent’s technical competence as may be requested by FAOR, AFAOR and NPM.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• At least bachelor degree in management, business administration, accounting or a related field and/or professional certification and
• A minimum of 5 years of working experience in management, business administration, accounting or a related field
• Working knowledge (level C) of English
• Mongolian nationality
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Good command of written and spoken English and Mongolian
• Experience managing the administration, finances and procurements of large projects
• Excellent communication skills in English and Mongolian
• Excellent planning and organizing skills, accurate with attention to detail
• Able to work as part of a multinational team
• Experience in the UN system is an asset
• In-depth knowledge of programme and project management is considered a strong asset;
• High computer literacy in MS Office (Word, Excel, Access, Powerpoint, Outlook etc);
• Demonstrated ability to process complex data and analyse information as the basis for professional mastery of subject matter;
• Teamwork and strong soft skills including interpersonal, ethical, listening and communication skills, proactive, problem solving, self-organizing, planning, setting priorities and efficient use of time;
Selection criteria
• Master’s degree is considered an asset
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Applications received after the closing date will not be accepted
- Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/.These qualifications should be in alignment with the International Standard Classification of Education (ISCED) mappings.
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp
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