Administrative and Finance Specialist

The Administrative and Finance Specialist will provide support to the project team to manage the Agriculture and Land Component under the Global Support Programme on Scaling up Climate Ambition on Land Use and Agriculture through NDCs and NAPs (SCALA). The role involves managing administrative processes, financial management, procurement support, and logistical arrangements to ensure effective day-to-day operations of the project in Mongolia.

Responsibilities

• Carry out administrative processes and implementation, including preparation and assistance to contractual arrangements (Letter of Agreement (LoA), Procurement) etc.
• Support tender evaluation processes, including coordination of evaluation documentation, and reporting in line with FAO procedures
• 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
• Manage official correspondence and maintain proper filing and archiving systems
• Support the organization of workshops, trainings, and meetings (PSC, LOP, participant’s DSA, Budget estimations)
• 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
• Support the Project Manager and technical experts in the day-to-day operation
• Support project public relation activities in coordination with FAO communication staff, including logistical and administrative arrangements for visibility, outreach, and events
• Support project progress and terminal reporting in terms of financial activities, communications and digital documentations
• Ensure digital documentation (e-filing) and TEAMS folder throughout the whole project cycle
• Perform any other duties within the incumbent’s technical competence as may be requested by FAOR, AFAOR and NPM
• Provide assistance on procedures on financial management by the country representative office
• Propose and monitor project budget expenditure, update and revisions including cash availability, delivery estimates in accordance with the project workplans
• Support timely delivery of service contracts regarding financial reports and the receipts from service providers
• Prepare financial statement of expenditures and other project financial reports as required
• Ensuring accurate records of all relevant data for the operational and financial supervision of assigned project-related purchases
• Prepare relevant documents for internal and external financial audits

Requirements

• At least bachelor’s degree on undergraduate degree in management, business administration, accounting or a related field and/or professional certification and master’s degree would be an advantage
• A minimum of 5 years of working experience in management, business administration, accounting or a related field
• Working knowledge (level C) of English and Mongolian
• Mongolian nationality
• Experience managing the administration, finances and procurements of large projects
• 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
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other office productivity and communication tools
• 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

Skills

• Finance Management
• Project Administration
• Procurement Management
• Programme Management
• Project Management
• Data Analysis
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• MS Access
• Budget Management
• Planning and Organization
• Administrative Management
• Office Productivity Software

Languages

English, Mongolian