Admin and Finance Associate
Organizational Context
The United Nations Development Programme (UNDP) in Mongolia implements projects focused on environmental sustainability and hazardous chemical reduction. The Green and Inclusive Cities in Mongolia (GICM) project, funded by GEF, promotes sustainable urban development. The Eliminating Hazardous Chemicals project also GEF-funded, aims to reduce hazardous chemical use. This Admin and Finance Associate role supports these critical GEF-funded initiatives within UNDP Mongolia.
Job Purpose
The Admin and Finance Associate provides essential administrative, financial, and logistical support for the effective implementation of UNDP Mongolia's GEF-funded projects, specifically the Green and Inclusive Cities in Mongolia (GICM) and the Eliminating Hazardous Chemicals from Supply Chains projects. Working under the supervision of Project Managers and in coordination with the Country Office operations team, the role ensures efficient project execution, compliance with UNDP, GEF, and national regulations, and transparent financial management. Key contributions include supporting budgeting, financial planning and reporting, managing travel and events, overseeing asset and inventory management, maintaining accurate records, and facilitating smooth administrative coordination among all stakeholders. The Associate's efforts are crucial for the accountable delivery of project results and the achievement of sustainable urban development and chemical management objectives in Mongolia.
Responsibilities
The Admin and Finance Associate is responsible for providing integrated operational, financial, and administrative support to two key GEF-funded projects in Mongolia. This includes managing project finances by processing budgets, fund allocations, payments, and financial transactions, while maintaining accurate financial records and ensuring compliance with UNDP, GEF, and government regulations. The role involves monitoring budget utilization, expenditures, and cash flow, preparing financial forecasts and reports, and tracking co-financing contributions. Asset management is also a key duty, ensuring compliance with policies for inventory, asset verification, and disposal. Furthermore, the Associate provides comprehensive administrative and logistical support for project activities, including travel, meetings, workshops, and procurement processes. This involves maintaining project documentation, contract files, and archives, and facilitating coordination among projects, partners, and stakeholders to promote collaboration and knowledge sharing. The role also supports the preparation of annual work plans and operational plans, and performs other assigned administrative and financial tasks to ensure efficient project delivery.
Work Experience
A minimum of 7 years of relevant experience in accounting, finance, operations, or administration is required with a secondary education. This requirement is reduced to 4 years if holding a Bachelor's degree. Prior experience in managing project budgets and finances, particularly for development projects, is highly desirable.
Skills
Proficiency in financial management, budget administration, and accounting principles (e.g., IPSAS). Experience with ERP systems and advanced spreadsheet skills. Strong administrative and logistical support capabilities. Excellent communication skills in English and Mongolian. Results-based management, problem-solving, and client management abilities are essential.