Administration and Finance Manager (national)

Location: Ulaanbaatar

Deadline for submitting the application: 15/03/2026 

Start date: 04/05/2026 

Contract type: Limited 

Contract term (months): 60.00 

1. Background

LuxDev is the Luxembourg Development Cooperation Agency.

Luxembourg has supported the health sector in Mongolia since 2001. The focus of the bilateral cooperation is combating cardiovascular disease (CVD), which is the first cause of mortality in Mongolia. This collaboration has unfolded in multiple phases, each expanding the scope of interventions.

The current MON/007 project (“Cardiology, Cardio-surgery and Telemedicine in Mongolia”) is the 5th phase of support. Implemented mostly through the Third State Central Shastin hospital, it strengthens integrated cardiac care, cardiovascular health services and cardiac surgery capacity (with the support of the Institut National de Chirurgie Cardiaque et de Cardiologie Interventionnelle from Luxembourg - INCCI). It also focuses on the prevention of cardiovascular disease and support for digitalization (telemedicine).

LuxDev is currently launching the MON/008 project, titled “Support to the Establishment of the National Cardiovascular Centre (NCC)”, in partnership with the Government of Mongolia and the European Bank for Reconstruction and Development (EBRD). This ambitious seven-year intervention aims to reduce mortality from cardiovascular diseases (CVDs) by establishing a high-capacity, digitally integrated, and nationally anchored cardiovascular referral centre.

At the same time LuxDev is expecting to start formulating the MON/009 project early 2026. MON/009 would be a Matching Fund for Medical Equipment and Technologies (MF-MET) which is intended to provide additional resources to strengthen the health response in the CVD and Maternal, Newborn and Child Health sectors.

In light of those developments, LuxDev is looking for an experienced Administration and Finance Manager (AFM) based in Ulaanbataar. This recruitment is for a national expert responsible for paying his/her own taxes and for all administration required by the Mongolian administration.

2. OBJECTIVES

The AFM is responsible for the administration and financial management of the LuxDev projects in Mongolia.

Under the direction of the Projects Coordinator (PC), he/she is responsible for the drafting of all the local and specific procedures regarding administration, logistics, human and financial resources that are necessary for the implementation of the projects and the internal controls.

The AFM is accountable for ensuring that financial management systems, internal controls, and administrative procedures meet LuxDev standards and donor requirements, and for proactively identifying, escalating, and mitigating fiduciary, operational, and compliance risks.

3. RESPONSIBILITIES

The AFM will guarantee the proper implementation of the following tasks:

Administration

• Develop and implement administrative procedures for the LuxDev projects, ensuring they integrate risk management measures,
• Set up the field management manual (Quality Manual - administrative, procurement, financial and accounting procedures), ensure its implementation and propose the necessary improvements,
• Set up an internal control system,
• Control the compliance with the procedures,
• Organise/support the internal, external and quality audit missions and monitor the implementation of the recommendations,
• Organise the translation or proofreading of translations carried out internally/externally of short documents,
• Ensure the application of LuxDev’s quality system.

Financial management and accounting:

Bank and Cash Management:

• Oversee the opening, proper management, and closure of project bank accounts and cashbox,
• Ensure treasury account replenishment through funding requests to LuxDev Headquarters,
• Ensure the cash drawer and banking operations are regularly checkd and conduct random checks.

Budgeting and Programming:

• Prepare and encode financial data in LuxDev IT platforms,
• Review and submit budgets/programming and ensure coherence during annual budgeting updates,
• Check financial aspects of annual operation plans,
• Keep up-to-date cost monitoring tables and financial dashboards, reporting regularly to PC, SSA, and HQ.

Commitments and Payments:

• Prepare commitment requests, amendments, and closures,
• Ensure payment requests and supporting documents are properly prepared,
• Register and follow up on bank transfers in the IT platform,
• Carry out ex-post control of commitments below 20,000 EUR.

Accounting and Reconciliation:

• Validate all accounting documents and ensure internal control of financial operations per LuxDev procedures,
• Ensure clear segregation of duties between preparation, verification, approval, and payment execution, in line with LuxDev thresholds and delegation matrices,
• Maintain general accounting and supervise local expenditure management,
• Ensure end-of-month reconciliations and confirm balances,
• Supervise and control annual closing of accounts.

Reporting and Audits:

• Prepare periodic and final financial reports, expense reports, and other financial documents,
• Participate in the preparation of financial statements,
• Control the financial aspects in the reporting of projects, 
• Organise annual financial audits, follow up on recommendations, and provide necessary documents for audits and evaluations.

Compliance and Controls:

• Ensure effective invoice and supporting document control,
• Monitor mission expenses, per diems, and personal advances per procedures,
• Verify compliance of bank guarantees,
• Carry out ex-post control of inventories,
• Ensure filing and archiving of financial and accounting documents.

Tax and Legal:

• Ensure declaration and recovery of taxes and establish exemption processes per bilateral agreements.

Participate in the establishment, monitoring and control of the delegation instruments including the Operational Partnerships Agreements (OPA) data base:

• Analyse the means for detailed diagnoses,
• Contract the external expertise for diagnosis,
• Ensure the registration in the OPA module and the subsequent encodings,
• Ensure the signature by the partner institution,
• Analyse the financial aspects of the reports and approve them,
• Take on the processing of the contentious files,
• Carry out an ex ante control in terms of preparation, modifications, termination and closure (arithmetic and budget check, contractual consistency, administrative compliance and editing).

Administrative management of the personnel. Decline HR procedures and tools for the management of international and national staff, by taking into account the legal and contextual specificities and constraints:

• Ensure application of standard guidelines for the recruitment of core team and experts,
• Ensure compliance with relevant labour law and other Mongolian regulations, as well as with internal LuxDev policies and procedures,
• Guide establishment of remuneration policies with the LuxDev Global Programmes department and ensure compliance and alignment by all future projects in Mongolia,
• Participate in drafting job decriptions,
• Manage recruitment procedures,
• Ensure management of payroll system and benefits administration for core team and experts,
• Ensure functioning of leave management systems,
• Organize the annual performance review process,
• Follow up of team members’ objectives and training plans,
• Ensure all HR files and systems are maintained up to date,
• Ensure the safety/security/confidentiality of all HR-related data.

Reporting: support the reporting process for all projects

• In close collaboration with the PC and SSA, support the completion of quarterly activity reports, annual progress reports and any other report requested by LD, Luxembourg MFA, Mongolian MOH and MoF according to the formats in use,
• Act as focal point for financial components of donor and government reporting, ensuring consistency between narrative progress, financial execution, and procurement planning,
• At the end of every year, support the establishment of the detailed work plan and procurement plan for consecutive years to support the project’s financial programming.

Support IT and Filing: lead the establishment of IT procedures, ensure functioning and management of IT resources:

• Ensure the proper rollout of all required software, in particular ensure the roll out of SharePoint and alignment of filing systems and procedures across all LuxDev teams and interventions in Mongolia,
• Monitor implementation of IT training and follow up of staff and partners’ training needs.

4. PROFILE

• Higher education degree in a relevant field such as management, administration, accounting, international development or equivalent,

• As least 8 years of proven experience in management, administration and financial management of multiple projects portfolio,
• Strong knowledge of internal control systems and compliance standards,
• Experience in conformity procedures used by international development organisations (European Commission, development banks…),
• Proven experience in establishing country offices or start-up operations,
• Familiarity with Mongolian administration and financial procedures,
• Fluency in spoken and written Mongolian and English.

Note: this hiring is conditional to LuxDev receiving the formal execution mandate for the MON/008 project from the Luxembourg Ministry of Foreign and European Affairs, Defence, Development Cooperation and Foreign Trade (MFA). No contract can be concluded without the signature of this mandate.