Administrative Specialist

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.