Project number: L3605/G9191: MON48076

Organization name: Ministry of Labor and Social Protection 

Project name:  Ensuring inclusiveness and service delivery for persons with disabilities

Position:  Administrative Assistant of the Project Implementation Unit (PIU) 

Title of the position to directly supervise this position: Project Coordinator 

Project Background

The Ministry of Labour and Social Protection (MLSP) and Asian Development Bank (ADB) are commencing to implement the project “Ensuring Inclusiveness and Service Delivery for Persons with Disabilities Project” for 2018-2024. 

The project aims to ensure the inclusiveness of persons with disabilities, improve service at the Ulaanbaatar city province-level, increase employment opportunities for persons with disabilities, and assure their independence and economic contribution. 

The project has the following components to meet the needs of children with disabilities and persons with disabilities. Component 1: Early identification of children with disabilities strengthened and institutionalized. Component 2: Service delivery for persons with disabilities improved. Component 3: Access to the physical environment improved. Component 4: Work and employment for persons with disabilities improved. Component 5: Strategic development to support with disabilities implemented.

Key duties of this position:
The main task of the administrative assistant is support PIU activities related to overall office management and support the Project coordinator and specialists logistically. 
 Responsibilities and tasks to be performed, but not limited to: 
  • Maintains project files, and records incoming and outgoing documents, types and copies documents
  • Maintains correspondence, receives phone calls, takes messages, sends and receives e-mails, faxes, and other documents
  • Assists in travel organization; as needed, assist in correspondence and communication regarding the project implementation, and project public communication
  • Taking appointments, making schedules, organizing meetings, producing meeting minutes, listing follow-up activities of the meetings, follow protocols during the meetings;
  • Organize office equipment servicing, produces PIU office consumables procurement plan
  • Manage overall office and ensure it is tidy and convenient to work
  • Assist the MLSP, its implementing agencies, and consultants in developing and finalizing training materials appropriately incorporating comments of the relevant agencies
  • Register all office furniture and assure it is complete and maintained properly
  • Maintains project databases in analog and digital format, in the office management field;
  • Manage all project social and public communication of the PIU and update websites and IT and Intranet connection
  • Manage petty cash of PIU and make spending report and report to the project coordinator and financial specialist
  • Support and coordinate the communication of the Media Steering Group at MLSP;
  • Other tasks may be assigned by the Project Coordinator and other PIU specialists.
  • Support all technological and administrative routines of procurement under the guidance of procurement specialists, such as type or copy procurement documents, taking detailed minutes,  developing lists of potential consultants and bidders, delivering the procurement notices, etc;
  • Support administrative routines of finance under the guidance of a financial specialist, such as data entry to glass account, delivering transaction orders to MOF and banks, etc;
  • Support administrative routines of monitoring and evaluation and contract management under the guidance of monitoring and evaluation specialist, such as data entry to the registration systems, collecting data for the periodic reports, and organizing and scheduling appointments with consultants;
  • Translate documents, reports and technical documentation, and related policy and regulations.
Bachelors’ degree or above in language, business, project management, and IT administration or any other relevant field;
Work Experience & Skills:
  • At least one year of working experience in a government or public organization in administrative or other relevant fields;
  • Familiar with national and international project procedures will be an advantage;
  • Good at social media and communication skills 
Language skills
  • The ability to communicate in English both in writing and speaking
Computer literacy
MS Office proficiency such as Word, Excel, PowerPoint, etc., and excellent web research and navigation skills;
  • High professional and personal integrity;
  • Excellent communication and interpersonal skills;
  • Ability to collaborate effectively with the relevant stakeholders and implementing agencies;
  • Ability to function independently and collaboratively in a team environment;
  • Organizational skills with the ability to handle multiple assignments
The initial duration of the contract is 12 months with 3 months of a probation period. The contract is extendable subject to satisfactory performance.

If you meet the required qualifications of the advertised position, please, submit (i) civil servant’s application, (ii) curriculum vitae in English and Mongolian, (iii) copies of diploma(s) and certificate(s) with English translation, and (iv) reference letter(s) from past employer(s) (English and Mongolian) in a sealed envelope by 11AM of 12 May 2023 to the below address. Incomplete applications will be excluded from further evaluation. Only short-listed candidates will be invited to the joint interview. Submitted documents will not be returned to the applicant.

Project Implementation Unit 
State-owned Building XI, Baga Toiruu 44A 
Khoroo 8, Sukhbaatar District 
Ulaanbaatar, Mongolia 
Phone: 77335577