Administrative and Finance Specialist
Organizational Context
FAO Mongolia is dedicated to ensuring food and nutrition security, coordinating diverse projects in areas like research, capacity building, natural resource management, and policy development. The office supports transformative climate action in land use and agriculture through the SCALA program, funded by Germany's International Climate Initiative. This initiative aims to reduce greenhouse gas emissions, enhance carbon removals, and build resilience to climate change in Mongolia. The organization seeks an Administration and Finance Specialist to support the Agriculture and Land Component of this vital project.
Job Purpose
The Administration and Finance Specialist will play a crucial role in ensuring the effective day-to-day operations of the project. This involves managing a range of administrative and financial tasks to support the project team and its objectives. The incumbent will be responsible for implementing administrative processes, assisting with contractual arrangements, and supporting procurement and tender evaluation. Additionally, they will provide logistical support for travel, manage project documentation, and ensure compliance with FAO procedures. Financial oversight, including budget monitoring and expenditure reporting, is also a key aspect of this role, contributing to the overall success and smooth functioning of the project.
Responsibilities
The role encompasses comprehensive administrative and financial support. Administratively, responsibilities include managing contractual arrangements (LoA, Procurement), supporting tender evaluations, coordinating logistical and travel arrangements, and providing guidance on FAO procedures. The specialist will maintain effective communication, filing systems, and manage official correspondence. Organizing workshops, trainings, and meetings, along with maintaining project assets and inventory, are also key duties. Public relations support and ensuring digital documentation throughout the project cycle are required. Financially, the incumbent will assist with financial management procedures, propose and monitor project budgets, track expenditure, and ensure timely delivery of services. This includes preparing financial statements, maintaining accurate records for purchases, and supporting financial audits.
Work Experience
A minimum of five years of relevant working experience in management, business administration, or accounting is required. Experience in managing the administration, finances, and procurements of large projects is highly desirable.
Skills
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools is essential. Strong planning, organizing, and attention to detail are critical. The ability to work effectively within a multinational team, coupled with excellent communication, interpersonal, and problem-solving skills, is necessary. Experience in the UN system or with programme and project management is considered a strong asset. Knowledge of financial management and procurement procedures is also important.