Administrative Associate

16 August 2017

UNFPA Mongolia Country Office

Post Title: Administrative Associate
Level: Fixed term appointment, G7
Duration: 1 year (subject to extension upon satisfactory performance)
Location:  UNFPA Mongolia Country Office
Issue date: 1 August 2017
Deadline:  16 August 2017, Wednesday, 14.00 hours Ulaanbaatar time

Organizational Context
The Administrative Associate is located in Country Offices (CO) and shall report to UNFPA Operations Manager. The Administrative Associate delivers quality services in HR, administration and finance to internal and external clients mastering all relevant rules, guidelines, processes and procedures. S/he takes a client-oriented results-focused approach to interpreting the rules, procedures and guidelines, providing support and guidance to the CO and UNFPA-supported projects. S/he supervises clerical and support staff.
Major Duties and Responsibilities

  • Adapts processes and procedures, anticipates and manages operational requirements of programme/ project inputs under national execution in terms of personnel, sub-contracts, equipment, fellowships, study tours, and other programme and project-related events to facilitate programme/ project delivery.
  • Prepares and monitors the administrative budget and ensures financial transactions are in accordance with UNFPA financial rules and procedures. Proposes procedures to improve internal controls and efficiency and respond to audit issues.
  • Manages recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contractual modalities, coordinates the performance appraisal process and advises on performance issues.
  • Implements corporate systems and applications in support of finance and human resource management and country office operations, creates systems and mechanisms for effective management of UNFPA resources, and advises and trains project staff.
  • Reviews procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decisions. Contributes to the smooth running of the office by ensuring provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
  • Reviews and prepares material for common system activities relating to common services and premises, cost recovery, privileges and immunities, entitlement and salary surveys, security etc.


Experience:  At least 7 (seven) years of relevant experience in administration, finance or office management.
Knowledge and skills: Completion of Secondary level education is required. First level university degree is desirable.
Proficiency in current office software applications and corporate IT financial systems.
Languages:  Fluency in English and Mongolian


How to Apply:
Please deliver the following documents in a sealed envelope to the UN House Receptionist before 14.00 hours, Ulaanbaatar time, 16 August 2017;

Please indicate the post title in subject area. Only short listed candidates will be contacted. Please note that incomplete applications would not be considered. The submitted documents will not be returned to the applicants. Post is advertised for Mongolian nationals only. There is no application, processing or other fee at any stage of the application process and UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status. UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We equally encourage men and women to apply.

UNFPA Mongolia Country Office
UN House, UN Street 14, Sukhbaatar District, Ulaanbaatar, Mongolia 14201
Tel: 976-11-353503, extension 3354, Fax: 976-11-353502

Contact person: Mr. Tumur, Finance Associate