PROJECT ADMINISTRATIVE OFFICER 

A. Background
The Government of Mongolia has received financing from the Asian Development Bank (ADB), Green Climate Fund (GCF) and High-Level Technology Fund (HLT) toward the cost of the Ulaanbaatar Green Affordable Housing and Resilient Urban Renewal Project (AHURP). The objective of the project is to transform the highly climate-vulnerable and heavily polluting peri-urban areas of Ulaanbaatar (ger areas) into low-carbon, climate resilient and affordable eco-districts. More information about the project can be obtained from https://www.adb.org/projects/49169-002/main.
The Municipality of Ulaanbaatar (MUB) is the Executing Agency of the project, with responsibility for implementation supported by one Project Management Office (PMO) and one Project Implementation Unit (PIU).

B. Scope of work

The Project Administrative Officer (PAO) is responsible for overseeing and organizing the implementation of administrative, logistics and research works as well as providing support to specialists and engineers of the PMO under the direct supervision of the Project Coordinator. 

Required inputs are 42 person-months on a full-time basis and the contract will be established on a yearly basis in accordance with Government Resolution No. 176 and No. 4 of the Minister of Finance

C. Detailed Tasks and/or Expected Output

• Propose and implement improvements to enhance administrative processes, and address and resolve administrative issues in a timely and effective manner;
• Assist the PMO in developing periodic work plans, in coordinating and implementing planned activities and in improving the availability, quality and utilization of project services among stakeholders;
• Assist in planning, preparation and administration of various meetings, trainings and workshops, public outreach campaigns, conferences, taking minutes, and making logistical arrangements;
• Be responsible for day-to-day project correspondence, information sharing and establishing and maintaining filing and archiving system of PMO;
• Assist in the preparation of ADB missions and render logistical support;
• Assist in the administration, budgeting, financial, disbursement and procurement processes;
• Cooperate and liaise with project stakeholders and counterparts, consultants and communities for implementation of project activities;
• Conduct necessary studies and research and compile and analyze data and information, and update briefs, records and other documents;  
• Coordinate and oversee the day-to-day office operations and ensure a clean, organized, and conducive working environment, and maintain accurate and up-to-date records, including employee records, meeting minutes, and other relevant documentation;
• Draft and prepare various reports, memos, letters, presentation and other documents, using word processing, spreadsheet, MS project, MS power point, database, etc.;
• Review project practices and procedures in order to determine whether improvements can be made in areas such as workflow and reporting procedures; 
• Do interpretation and translation work to serve the project activities;
• Any other duty assigned by the Project Coordinator;

D. Output/deliverables:

• Periodic (monthly, quarterly, semi-annually and annually) progress reports based on activities of the project.

E. Required Qualifications and Experience

• Bachelor’s degree and above, majored in public or business administration, economics, foreign languages or other related area;
• At least 2 years of experience in administrative roles; 
• Demonstrated knowledge and competence in administrative and clerical;
• English speaking and writing fluency; Good translation skills;
• Good planning and report/minutes/memo writing skills is required;
• Ability to organize, prioritize and schedule work assignments;
• Strong sense of integrity and team working skill are essential;
• Ability to work well with all levels of internal management and staff, as well as outside counterparts in a fast paced environment, while remaining flexible, proactive and resourceful;
• Ability to effectively and efficiently handle multiple, simultaneous and complex tasks and projects with high attention to details;
• High level of computer literacy (MS Word, MS Excel, Power Point, MS Outlook) is a must;
• Demonstrated interpersonal and communication skills;
• Ability to implement new systems and affect staff behavioral/attitudinal change;
• Ability to provide analytical inputs to strategic planning, result based management and reporting;  

F. Application Submission Procedure 

Interested candidate should submit an application consisting of the following documents, prepared in English and Mongolian language:

• Cover letter explaining the reasons for applying to the position, describing the candidate’s qualification, skills and work experiences meet the selection criteria;
• Curriculum Vitae.
• Two reference letters from previous employers; and
• Notarized copies of all diplomas and certificates.

All documents should be enclosed in a sealed envelope that indicates the applied position and delivered to the below address by 4:00 PM on 27 December 2023.

Attn: Mrs.Ariuntsetseg S, 

Specialist at the Department for Economic Development and Public and Private Sector Partnership 

Office #207B, The Capital City Governor’s Office

Sukhbaatar square 6, 1stkhoroo, Chingeltei district 

Ulaanbaatar 15160, Mongolia

Tel: 976-77770023

Please note that the submitted documents will not be returned to the applicants. Only short-listed candidates will be contacted.