Project Administrative Assistant G5

Founded in a rights-based approach, the UNJP combines the investment in system development, aiming to contribute to the implementation of a universal social protection system as a powerful tool to eradicate poverty; with a practical intervention directly focused in herding men, women and their family members to protect them from falling in poverty and coming down into a poverty trap.

With these objectives in mind, three main areas of intervention were agreed with the Government: (i) extension of coverage of herders by identifying innovative and unconventional solutions to enroll herders in social protection schemes; (ii) introducing a shock responsive element  into the social protection system to ensure herder families and children are increasingly protected from climate related shocks, and, (iii) designing and/or mobilizing the budget structure to ensure funding availability and financial sustainability to cater for the modalities proposed. The latter will also indirectly support the Government’s effort to make public financing system SDG oriented and possibility of investing in the long-term strategic priorities. 

Report line

The Project Administrative Assistant, who  reports to the National Project Coordinator and works on the United Nations Joint Program (UNJP) “Extending Social Protection to Herders with Enhanced Shock Responsiveness”, will support effective and efficient implementation of programme and project budgets, and provide information for controlling allotments, monitoring expenditures and preparing budget revisions.

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.

Completion of secondary school education.

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.

Excellent knowledge of English and Mongolian

• 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.