Admin and Finance Associate (Roster Recruitment)

Job Posting Organization:
UNDP Mongolia is dedicated to promoting sustainable development and enhancing resilience across the country. Established to support various development initiatives, UNDP Mongolia operates under four key portfolios: Natural Resource Management (NRM), Climate Change, Governance, and Diversified, Inclusive, and Green Economic Transition (DIGET). The organization focuses on implementing projects that align with these portfolios, ensuring that they contribute positively to the socio-economic landscape of Mongolia. UNDP Mongolia employs a diverse team of professionals committed to achieving the Sustainable Development Goals (SDGs) and works collaboratively with various stakeholders, including government entities, civil society, and the private sector, to foster inclusive growth and sustainable practices.

Job Overview:
The Admin and Finance Associate (Roster Recruitment) role is crucial for ensuring the effective management of financial, budgetary, asset, and travel logistics, as well as other administrative tasks associated with the selected projects on a daily basis. This position is designed to identify multiple qualified candidates who can be considered for upcoming projects, emphasizing the need for experienced professionals with a solid financial background and extensive expertise in handling administrative and logistical functions. The role requires a proactive approach to project implementation support services, ensuring operational management aligns with UNDP's rules and regulations while promoting a collaborative and client-oriented approach. The Admin and Finance Associate will work closely with the Project Implementing Unit (PIU) and the Country Office to ensure that all financial and administrative processes are executed efficiently and transparently.

Duties and Responsibilities:
The Admin and Finance Associate will be responsible for a wide range of duties, including but not limited to: maintaining accurate records of project finances, ensuring financial documentation is readily available for review, assisting in the preparation of annual and quarterly budgets in accordance with project documents, ensuring compliance with project budgets and financial rules, preparing payments, and verifying alignment with UNDP financial regulations and government financial rules. The Associate will provide necessary financial data, including reports, budget utilization, and forecasts to support management decision-making, support audits, follow up on audit recommendations, and assist with the preparation of financial reports and budget revisions. Additionally, the Associate will monitor financial progress against project deliverables, ensure timely disbursements and progress reports, liaise with stakeholders for financial matters, and collaborate with the finance unit to manage payroll and maintain accurate financial records. The role also includes providing administrative support, managing project equipment and office supplies, arranging travel logistics, and ensuring compliance with asset management requirements. Furthermore, the Associate will participate in training and capacity-building activities, disseminate relevant data and lessons learned, and contribute to knowledge networks and communities of practice.

Required Qualifications:
Candidates must possess a secondary education as a minimum requirement, with a University Degree in Business Administration, Accounting, Finance, Public Administration, or a related field being preferred. The role requires a strong foundation in financial management and administrative processes, along with the ability to work collaboratively in a team-oriented environment. Proficiency in the use of computers and office software packages, particularly MS Word and Excel, is essential, along with advanced knowledge of spreadsheets and web-based management systems such as ERP financials and database packages. Experience in managing budgets and finances of complex projects, as well as familiarity with public sector institutions, is highly desirable. Candidates should also demonstrate strong communication skills, both written and verbal, and the ability to engage effectively with diverse stakeholders.

Educational Background:
The educational background required for this position includes at least secondary education, with a preference for candidates holding a University Degree in Business Administration, Accounting, Finance, Public Administration, or a related field. While a degree is not mandatory, it will be given distinct consideration during the selection process. Candidates with relevant professional certifications, such as the Mongolian Certified Public Accountant Completion Certificate or ACCA, will also be viewed favorably.

Experience:
The position requires a minimum of 7 years of progressively responsible experience in Finance and Accounting at the national or international level for candidates with a high school diploma, or 4 years of experience for those with a bachelor's degree. This experience should encompass a range of financial management and administrative responsibilities, demonstrating the candidate's ability to handle complex financial tasks and support project implementation effectively. Prior experience in logistics and travel management is also desired, as it will contribute to the successful execution of project-related activities.

Languages:
Fluency in English and Mongolian, both spoken and written, is required for this position. Candidates must be able to communicate effectively in both languages to ensure smooth collaboration with diverse stakeholders and to fulfill the reporting requirements of the role. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to engage with a broader audience.

Additional Notes:
This position is part of a roster recruitment process, meaning that UNDP reserves the right to select one or more candidates from this vacancy announcement. The organization may retain applications and consider candidates for other similar positions at the same grade level with similar job descriptions, experience, and educational requirements. UNDP is committed to equal opportunity and values diversity, encouraging qualified applicants from all backgrounds to apply. The organization does not charge a fee at any stage of its recruitment process and is dedicated to creating an inclusive workplace where all personnel can thrive and benefit from career opportunities. Selected candidates will undergo relevant checks and are expected to adhere to the organization's standards and principles regarding harassment, discrimination, and abuse of authority.