Project Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) is the leading United Nations organization dedicated to eradicating poverty and reducing inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working with governments and communities to create solutions that improve the quality of life for people everywhere. The organization focuses on various areas including poverty reduction, democratic governance, crisis prevention and recovery, environment and energy, and gender equality. In Mongolia, UNDP has been a long-term development partner for over 30 years, supporting the country’s aspirations for sustainable, inclusive, and resilient development. The current Country Programme Document (2023–2027) aligns with Vision 2050 and the United Nations Sustainable Development Cooperation Framework (UNSDCF), aiming to catalyze transformative change by empowering people, particularly marginalized and vulnerable groups, to make sustainable and equitable choices. UNDP Mongolia operates under three interlinked pillars: diversified, inclusive, and green economic transition; risk-informed climate adaptation and sustainable management of natural ecosystems; and women's empowerment, inclusive governance, and progress towards Sustainable Development Goals (SDGs).

Job Overview:
The Project Assistant will play a crucial role in supporting the project team to ensure effective project administration and implementation. This position involves providing general administrative and logistical support for various project activities, including events, trainings, and study visits. The Project Assistant will be responsible for identifying and recommending qualified suppliers, assisting with budget estimates for events, managing participant lists, invitations, and travel arrangements for training participants, and supporting on-site training logistics. Additionally, the role includes compiling post-event reports, arranging travel and field missions, collecting supporting documents, and ensuring proper filing and archiving of project documentation. The Project Assistant will also assist in procurement and payment processes in line with UNDP procedures and maintain the inventory of promotional items. Furthermore, the incumbent will support the effective monitoring, evaluation, and reporting on project progress, including implementing the project’s Monitoring and Evaluation (M&E) framework, compiling and analyzing information to track progress against project indicators, organizing field visits, and contributing to reporting and documentation. The role also involves conducting desk research, data collection, and analysis to support project implementation and reporting, as well as assisting in organizing consultations, workshops, and knowledge-sharing events. The Project Assistant will contribute to the preparation of reports, summaries, and presentations related to project outcomes and provide translation and interpretation support between English and Mongolian when required.

Duties and Responsibilities:

• Provide general administrative and logistical support for project activities, including events, trainings, and study visits.
• Identify and recommend qualified suppliers and assist with budget estimates for events.
• Manage participant lists, invitations, and travel/per diem arrangements for training participants.
• Support on-site training logistics, including registration, materials, and documentation, and compile post-event reports.
• Arrange travel and field missions, collect supporting documents, and ensure proper filing and archiving.
• Assist in procurement and payment processes in line with UNDP procedures.
• Maintain the inventory of promotional items and verify completeness of project documentation.
• Support implementation of the project’s Monitoring and Evaluation (M&E) framework and data collection.
• Compile and analyze information to track progress against project indicators and targets. 1
• Organize field visits, progress meetings, and contribute to reporting and documentation. 1
• Support risk monitoring and maintain updated project risk logs. 1
• Assist in monitoring budgets and expenditures for accuracy and transparency. 1
• Contribute to preparation of periodic progress and financial reports. 1
• Conduct desk research, data collection, and analysis to support project implementation and reporting. 1
• Assist in organizing consultations, workshops, and knowledge-sharing events. 1
• Support preparation of reports, summaries, and presentations related to project outcomes. 1
• Contribute to data population on relevant project platforms and maintain records. 1
• Provide translation and interpretation support between English and Mongolian when required. 1
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Project and the Organization.

Required Qualifications:

• Secondary education is required.
• A University Degree (bachelor’s degree) in Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.
• Minimum of 4 years of progressively responsible administrative or project experience is required with secondary education, or 1 year of experience with a bachelor’s degree.
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), and web-based management systems, with advanced knowledge of spreadsheet and database packages.
• Prior experience in logistics coordination, procurement, travel management, or event organization is desired.
• Prior experience working with UNDP, other UN agencies, or international development organizations in project or programme support roles is preferred.
• Exposure to project monitoring and evaluation (M&E) processes, data collection, or report preparation is beneficial.
• Familiarity with the relevant thematic areas is an advantage.

Educational Background:
The educational background required for this position includes secondary education as a minimum requirement. A University Degree (bachelor’s degree) in fields such as Business Administration, Public Administration, or a related area is preferred but not mandatory. Candidates with relevant educational qualifications will be given due consideration during the selection process.

Experience:
The level of experience required for the Project Assistant position includes a minimum of 4 years of progressively responsible administrative or project experience for candidates with secondary education. For those with a bachelor’s degree, a minimum of 1 year of relevant experience is required. This experience should ideally include administrative support, project coordination, and familiarity with UNDP or similar international development organizations.

Languages:
Fluency in both English and Mongolian is required for this position. This bilingual capability is essential for effective communication within the project team and with stakeholders, as well as for providing translation and interpretation support when necessary. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
The Project Assistant position is a full-time role that requires the incumbent to work closely with the National Project Coordinator/Manager and other relevant staff within the UNDP Country Office. The position involves maintaining regular communication across units and providing administrative and logistical support to ensure effective project implementation, monitoring, and reporting. The role is expected to uphold UNDP’s core values of integrity, professionalism, and respect for diversity, while ensuring confidentiality, accountability, and high standards of performance in all aspects of their work. The organization emphasizes a zero-tolerance policy towards sexual exploitation and misconduct, and all selected candidates will undergo rigorous reference and background checks. UNDP is committed to diversity and inclusion, encouraging applications from marginalized and excluded populations.