Administrative and Finance Specialist

Job Posting Organization:
The Food and Agriculture Organization (FAO) of the United Nations is dedicated to achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to enough high-quality food to lead active, healthy lives. Established in 1945, FAO has grown to include 194 member countries, two associate members, and one member organization, the European Union. The organization operates in over 130 countries worldwide, focusing on various aspects of food security, agriculture, and rural development. FAO Mongolia specifically aims to enhance nutrition" style="border-bottom: 1px dotted #007bff !important;">food and nutrition security in the country through various projects and programs, including research, capacity building, and emergency response operations.

Job Overview:
The Administrative and Finance Specialist position is crucial for the effective management of the Agriculture and Land Component of the Global Support Programme on Scaling up Climate Ambition on Land Use and Agriculture through NDCs and NAPs (SCALA). This role involves supporting the project team in various administrative and financial tasks to ensure smooth operations. The incumbent will be responsible for managing day-to-day administrative processes, providing logistical support, and assisting in financial management. The position requires a proactive approach to problem-solving and the ability to work collaboratively with a diverse team. The specialist will also play a key role in maintaining effective communication and documentation throughout the project lifecycle, ensuring compliance with FAO procedures and standards.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Specialist include:

• Administrative Tasks: - Carrying out administrative processes and implementation, including preparation and assistance with contractual arrangements such as Letters of Agreement (LoA) and procurement. - Supporting tender evaluation processes by coordinating evaluation documentation and reporting in line with FAO procedures. - Providing 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). - Offering guidance and support to the Project Team and field offices on FAO administrative procedures and requirements. - Maintaining effective communication, filing systems, and workflow related to administrative activities. - Managing official correspondence and maintaining proper filing and archiving systems. - Supporting the organization of workshops, trainings, and meetings, including budget estimations and participant’s Daily Subsistence Allowance (DSA). - Maintaining project assets and inventory, ensuring accurate records of custodianship, location, and physical verification. - Supporting project public relation activities in coordination with FAO communication staff. - Ensuring digital documentation and e-filing throughout the project cycle.
• Financial Support: - Assisting with financial management procedures by proposing and monitoring project budget expenditures. - Supporting timely delivery of service contracts regarding financial reports and receipts from service providers. - Preparing financial statements of expenditures and other project financial reports as required. - Ensuring accurate records of all relevant data for operational and financial supervision of project-related purchases. - Preparing relevant documents for internal and external financial audits.

Required Qualifications:
Candidates must possess at least a bachelor’s degree in management, business administration, accounting, or a related field. Professional certification and a master’s degree would be advantageous. A minimum of 5 years of working experience in management, business administration, accounting, or a related field is required. Candidates must also have a working knowledge (level C) of English and Mongolian, and must be of Mongolian nationality. Additionally, candidates should demonstrate strong competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The educational background required for this position includes a bachelor’s degree in management, business administration, accounting, or a related field. A master’s degree or professional certification in these areas would be considered an advantage. It is essential that candidates have their higher educational qualifications recognized by an institution accredited in the World Higher Education Database (WHED).

Experience:
The position requires a minimum of 5 years of relevant working experience in management, business administration, accounting, or a related field. Experience managing the administration, finances, and procurements of large projects is essential. Familiarity with the UN system is considered an asset, as is in-depth knowledge of program and project management. Candidates should also have excellent planning and organizing skills, with a strong attention to detail.

Languages:
Candidates must have a working knowledge (level C) of English and Mongolian. Proficiency in these languages is mandatory for effective communication within the organization and with stakeholders.

Additional Notes:
The FAO does not charge a fee at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. Candidates should note that appointment will be subject to certification of medical fitness, accreditation, residency or visa requirements, and security clearances. The position may involve full-time work, and candidates are encouraged to visit the FAO employment website for additional opportunities.