Administrative Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations is mandated to build a world where everyone has access to safe, nutritious food.

FAO office in Mongolia has a diverse portfolio of projects and activities to support the Government Counterparts in Mongolia in addressing challenges related to sustainable transformation of food systems and management of natural resources and the achievement of Sustainable Development Goals in Mongolia.

Reporting Lines

Under the overall supervision of the FAO Representative in Mongolia and the direct supervision of the Emergency and Resilience Programme Technical Advisor and FAO Mongolia AA, the Administrative Specialist is responsible for the day-to-day administration assignments for the Emergency and Resilience projects.

Technical Focus

The key objective of the proposed project is to provide immediate and essential humanitarian assistance to vulnerable herder households affected by the dzud in Mongolia, with a focus on ensuring vulnerable communities, reducing livestock mortality and improving livestock well-being. The project also aims to address the concurrent sheep and goatpox outbreaks. The expected impact of this project is to support the recovery of affected households from the dzud crisis, alleviate immediate suffering, protect livestock assets, and address sheep and goatpox outbreaks.

Tasks and responsibilities

• Assist in compiling a comprehensive list of vulnerable herder households receiving unconditional cash assistance as part of the related projects, ensuring the accuracy of bank account information for beneficiaries;
• Carry out administrative work, including the recruitment process (screening, interview arrangement, and reporting);
• Provide logistical arrangements for meetings and local travels to be carried out as part of the E&R projects, and follow-up timely submission of meeting reports, BTORs (Back to Office Report), and TECs (Travel Expense Claims);
• Support the organization of baseline and post-distribution for cash assistance and impact assessment surveys from beneficiaries by hiring enumerators;
• Assist in the coordination and organization of workshops, training sessions, and other project-related events;
• Support the maintenance of accurate records and documentation related to project activities, including Financial Transactions, Letter of Agreements (LOA), Procurement, and Inventory;
• Assist in the preparation of progress and terminal reports of projects, presentations, and other communications materials.
• Monitor project timelines and deadlines, alerting the team to potential delays or issues.
• Support the coordination of communication between project stakeholders, including government agencies, NGOs, and community members.
• Provide general administrative support to the Emergency and Resilience Programme team, including filing, correspondence, and other office tasks as needed.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor's degree in administration, management, or a related field.
• At least 2 years of relevant work experience in administration or project support.
• Working knowledge of English and local language (if applicable).
• National of Mongolia.

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Specific experience in dzud response humanitarian projects will be positively valued.
• Good knowledge of mobile data collection with the Kobo Toolbox.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in office software (e.g., Microsoft Office Suite).
• Ability to work effectively in a multicultural team.
• Knowledge of administrative procedures and project management principles.

ADDITIONAL INFORMATION