Admin and Finance Associate [Open to Tier 1 & 2 applicants]

Grade: National PSA- Regular · Schedule: Full time

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The Green and Inclusive Cities in Mongolia (GICM) Project is implemented under the National Implementation Modality (NIM), with the Ministry of Environment and Climate Change (MECC) serving as the implementing partner and UNDP providing implementation support, technical assistance, quality assurance, and oversight. Funded by the Global Environment Facility (GEF), the project supports national and local governments in accelerating the transition toward sustainable, resilient, low-carbon, and people-centered urban development. The project promotes integrated urban planning, climate-smart infrastructure, sustainable mobility systems, resource-efficient urban services, enhanced urban biodiversity, and accessible green public spaces. It also strengthens institutional capacities and inclusive governance mechanisms to ensure meaningful participation of citizens, communities, civil society organizations, the private sector, and vulnerable groups in urban development and decision-making processes. Through these interventions, the project contributes to creating greener, more resilient, and more inclusive cities that improve quality of life while advancing Mongolia's climate and sustainable development objectives.

The Eliminating Hazardous Chemicals from Supply Chains in Mongolia Project is implemented under the National Implementation Modality (NIM), with the Ministry of Food, Agriculture and Light Industry (MOFALI) serving as the implementing partner and the UNDP providing implementation support, technical assistance, quality assurance, and oversight. Funded by GEF, the project supports national efforts to reduce the use and release of hazardous chemicals across key economic sectors and supply chains.

The project seeks to strengthen the policy and regulatory framework for chemicals management, enhance institutional and technical capacities, improve industry practices, promote the adoption of safer and more sustainable alternatives, and increase transparency and accountability among public and private sector stakeholders. It also supports knowledge generation, awareness raising, and multi-stakeholder engagement to facilitate informed decision-making and responsible chemicals management throughout product life cycles. Through these interventions, the project contributes to reducing environmental pollution and health risks, advancing circular economy principles, and accelerating Mongolia's transition toward greener production systems and sustainable consumption patterns.

The Admin and Finance Associate will provide administrative, financial, and logistical support for the effective implementation of the GEF Funded projects of UNDP Mongolia. Under the direct supervision of the respective Project Managers and in close coordination with the UNDP Country Office operations team, the incumbent will support project budgeting, financial planning and reporting, travel and event logistics, asset and inventory management, records management, and compliance with UNDP, GEF, and national implementation modality (NIM) requirements. The Associate will ensure timely processing of financial transactions, maintain accurate project documentation, monitor expenditures against approved budgets, support project audits and reviews, and facilitate administrative coordination among implementing partners, government institutions, service providers, and other stakeholders to ensure efficient and accountable project delivery and achievement of project results.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

The Administrative and Finance Associate provides integrated operational, financial, and administrative support to the Green and Inclusive Cities in Mongolia (GICM) Project and the Eliminating Hazardous Chemicals from Supply Chains in Mongolia Project, ensuring efficient implementation, compliance, and coordination across both GEF-funded initiatives. Working closely with Project Managers, implementing partners, and the UNDP Country Office, the Associate supports financial management, administrative processes, logistics, and reporting to facilitate the timely and accountable delivery of project results.

Under the overall guidance and direct supervision of the Project Managers, the Admin and Finance Associate is responsible for project implementation support services, ensuring effective operational management of the project and transparent utilization of financial resources. The Admin and Finance Associate promotes a collaborative, client-oriented approach consistent with UNDP rules and regulations. The Admin and Finance Associate works in close collaboration with the Project Implementing Unit (PIU) and the Country Office.

Summary of key functions:

• Financial Management and Budget Administration
• Assets Management
• Administrative Travel support
• Actively contribute to the preparation of annual work plans, operational plans, and procurement plans to support effective project implementation
• Maintain project financial records and supporting documentation in accordance with UNDP, GEF, and Government requirements
• Process budgets, fund allocations, payments, advances, and financial transactions through Quantum and other applicable systems
• Verify the accuracy and completeness of financial documents and ensure timely resolution of financial processing issues
• Maintain effective internal controls and ensure compliance with UNDP financial rules, regulations, and procedures
• Monitor budget utilization, expenditures, cash flow, and delivery rates, and advise the NPC on variances, risks, and corrective actions
• Prepare financial forecasts, analyses, and periodic financial reports to support project planning, decision-making, and reporting requirements.

Financial Management and Budget Administration

• Monitor project financial performance and expenditures against approved GEF budgets, work plans, and results frameworks;
• Track, verify, and report co-financing contributions in accordance with GEF requirements and reporting standards;
• Coordinate with UNDP, government counterparts, implementing partners to ensure timely submission Government of Mongolia, UNDP, and GEF financial reports and supporting documentation;
• Ensure compliance with UNDP POPP, GEF, NIM, and relevant Government regulations;
• Contribute to gender-responsive budgeting and tracking of expenditures related to gender equality and social inclusion.

Assets Management:

• Ensure effective inventory and asset management in compliance with applicable Government of Mongolia, UNDP policies and procedures;
• Participate in periodic physical verification of project assets and inventories, prepare and submit inventory verification reports, and process all required asset receiving and disposal documentation;
• Manage the transfer, reassignment, and disposal of project assets in accordance with Government of Mongolia and UNDP asset management rules, regulations, and established procedures.

Administrative and Travel Support:

• Support the preparation and implementation of annual work plans, operational plans, and procurement plans;
• Provide administrative, logistical, and travel support for project activities, including meetings, missions, training, workshops, conferences, and seminars;
• Maintain office supplies, inventory records, contract files, project documentation, and archives in accordance with established procedures;
• Prepare and monitor procurement and contractual documentation and maintain an up-to-date contract management system;
• Support the preparation of project reports and ensure proper filing, record management, and archiving of project documents;
• Facilitate coordination among projects, partners, and related initiatives to promote collaboration and synergies;
• Document, compile, and disseminate project knowledge, lessons learned, and good practices, and contribute to knowledge networks and communities of practice;
• Monitor and share relevant national, regional, and international best practices to support project implementation and learning;
• Perform other administrative, operational, and financial tasks as assigned by the Project Manager to support effective project delivery.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Business Management

• Results-based Management - Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools
• Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels
• Working with Evidence and Data -Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends
• Customer Satisfactions/ Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service stratege. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.

Finance

• Accounting (General): Knowledge of accounting concepts, principles, frameworks, standards, regulations, policies and trends, and ability to apply this to strategic and/or practical situations

Required Skills and Experience

Education:

• Secondary Education is required, or University Degree in Business Administration, Accounting, Finance, or equivalent field will be given distinct consideration, but it is not a requirement.

Experience:

• Minimum 7 years (with secondary education) or 4 years (with Bachelors degree) of relevant experience at the national and/or international level in accounting, finance, operations, administration or audit services.

Required Skills:

• Demonstrated experience of preparing and managing relevant finance and tax reports in compliance with Mongolian law and regulations;
• Prior experience and thorough knowledge of generally accepted accounting principles (e.g. IPSAS);
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheets and web-based management systems such as ERP financials and database packages.

Desired Skills:

• Prior experience in managing budget and finance of complex projects, programmes, or initiatives;
• Prior experience with Corporate Enterprise Resource Planning software;
• Prior experience managing administrative and logistical duties of development projects.

Required Language(s):

• Fluency in English and Mongolian, both spoken and written is required.

Professional Certificates:

• Mongolian Certified Public Accountant Completion Certificate or Mongolian Association of Certified Tax Consultants (MACTC)
• ACCA or other public certified accounting certifications is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

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