VACANCY ANNOUNCEMENT

ADMINISTRATIVE OFFICER

The Government of Mongolia has received a Loan from International Bank for Reconstruction and Development and International Development Association for Mongolia Transport Connectivity and Logistics Improvement Project (MTCLIP). The Project aims to  remove critical bottlenecks in the selected road networks and improve maintenance, deliver infrastructure and logistic services effectively to unlock potential of meat supply chain across the major freight routes, and address information asymmetry and administrative barriers by delivering timely information to the right parties. The project components are: (i) infrastructure investments; (ii) transport and logistics services; (iii) technical assistance and capacity building; and (iv) contingent emergency response.

This project is seeking a professional for the position of Administrative Officer. The selected candidate will report directly to the Project Coordinator.

Objectives of the assignment: The administrative officer will be responsible for providing administrative assistance in project implementation and management and day-to-day liaison with key stakeholders. He/she will provide comprehensive secretarial and administrative support to the Project Coordinator and PMO staff.

Contract: Full-time for one year with possible extension based on performance starting from January 2024.

Duties and responsibilities: The Administrative Officer will have the following duties (but are not limited to):

1. Collect, consolidate, and process various data and information necessary for project implementation;
2. Prepare reports, presentations, meeting minutes, memo for the Government and the WB reporting purposes in a timely manner;
3. Assist in preparing quarterly, bi-annual, annual, project completion reports and updating projects files in accordance with relevant guidelines;
4. Support all aspects of administration work, including arranging meetings, missions, field visits, workshops, trainings, conferences, and any other logistical preparations.
5. Support liaising with project counterparts on day-to-day implementation of project activities, gathering and providing necessary information and data in a timely manner;
6. Perform administrative functions to support the Project coordinator and PMO staffs;
7. Administer all activities necessary to process disbursement claims;
8. Maintain project files, and record incoming and outgoing documents, including archiving project documents;
9. Liaise with relevant parties to prepare and publish publications, brochures, and reports for project promotion, contract and place orders with television, radio, newspapers, media, and other sources;
10. Support maintain the project website and social media accounts
11. Support keeping track of the project Grievance Redress Mechanism implementation, such as archiving and tracking complaints and their resolutions;
12. Translate project materials and provide interpretation services as necessary;
13. Undertake such other tasks as may be reasonably requested and/ or assigned by the Project coordinator.

Essential requirements:

• Undergraduate or higher degree.
• At least 2 years of professional work experience in supporting project coordination and implementation. Experience working in projects financed by international financial institutions such as the World Bank and Asian Development Bank would be an advantage.
• Ability to work independently and to maintain flexibility in working hours.
• Good interpersonal, communication and participatory skills with the ability to function effectively and collaboratively in a team environment.
• Demonstrated effective organisational skills and ability to handle multiple assignments in an efficient and timely manner.
• Broad general knowledge.
• Demonstrated ability to coordinate tasks to meet deadlines.
• Excellent computer literacy, particularly with Microsoft Office
• Excellent command of both oral and written English and Mongolian languages.

If you possess the above qualifications, please submit a cover letter indicating why she/he considers her/himself suitable for the position, detailed public servant CV highlighting skills/experience, copy of diplomas or certificates, one reference letter from last two employers no later than 16:00, 23 Feb 2024. Only those successful candidates will be contacted. The application documents under the name of Procurement specialist shall be submitted in person to the below address. The submitted documents will not be returned to the applicants. Incomplete applications would not be considered. If you need any further details, please feel free to contact us.

Contact address:  Ministry of Road and Transport Development, Government Building-13, room 210, Chinggis Avenue 11, Ulaanbaatar 14251, Mongolia Contact person: L.Bayanzul

Tel: +(976) 51263179