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Administration and Finance Officer

Location: Ulaanbaatar

Deadline for submitting the application: 01/12/2024 

Start date: 01/12/2024 

Contract type: Limited 

Contract term (months): 24.00 

        1. Background

LuxDev is the Luxembourg Development Cooperation Agency.

In Mongolia, cardiovascular disease (CVD) is a priority public health issue and Luxembourg has been supporting Mongolia in the fight against CVD since 2001.

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, by targeting some of its determinants, such as diet, smoking and alcohol abuse. Support for digitalization (telemedicine) is an other essential component of the project in a country where approximately 30% of the population is nomadic and access to healthcare services is highly unequal between rural and urban areas.

Strengthening Mongolia's National Cardiovascular Center (NCC) within the Shastin hospital is a solid option for a potential new support of Luxembourg to Mongolia.

In the meantime the existing MON/007 project unit needs support to ensure that the administration and finance (including procurement) operations are efficient. This is why LuxDev is looking for an experienced administration and finance officer based in Ulaanbataar.

 

        2. OBJECTIVES

This recruitment is for a self employed consultant responsible for paying their own taxes and for all administration required by the Mongolian administration.

The Administration and Finance Officer (AFO) assists in general the head of NCC in the implementation of the tasks and activities of the MON/007 project and for the preparation of upcoming project.

The AFO works in close collaboration with the MOH and the Shastin hospital. On request of the Senior Sector Advisor and of the NCC director, the AFO provides supervision and guidance to all staff attached to project MON/007 via the Operational Partnership Agreement with Shastin Hospital.  

 

        3. RESPONSIBILITIES

      Finance Management: lead, coordinate and monitor the establishment of financial procedures, ensure functioning and manage financial resources, build capacity of the project teams:

  • Support the development and validation of technical files (management control) and ensure all project and LuxDev finance/accounting files and systems are maintained up-to-date.
  • Coordination, capacity building and monitoring of the management of the administrative and financial activities;
  • Management and monitoring of the process of acquisitions and procurement of goods, services and works (including taxation);
  • Follow-up of transfer accounting, reconciliations and consolidations;
  • Keeping of accounts and recording of projects’ expenditure in the charts of accounts;
  • Prepare on time, ledgers, balance sheets, expense justification reports, and accounting and financial reports required by LuxDev as well as Mongolian authorities (Ministry of Finance, Ministry of Health etc);
  • Verify bank reconciliations and monitor bank accounts;
  • Monitor cash advances;
  • Consolidate budgets, design and monitor financial programming;
  • Implement financial methods, procedures and internal management tools;
  • Supervise the preparation of files for audits
  • Support the direct superior and LuxDev HQ in the financial, administrative and HR aspects of any new project to be formulated in Mongolia.

 

     Administrative Management: lead the establishment of administrative/logistic procedures, manage the implementation and functioning of administrative resources:

  • Establish procedures and manage resources (equipment, furniture, vehicles, etc.) for operations of LuxDev in Mongolia, including operational pool and projects’ team;
  • Supervise operating costs and contracts related to logistics (rent, cleaning services, office-related insurances, etc. – if relevant), including office budget and expenditure follow up;
  • Manage administrative assistance to international staff and missions from international partners under the bilateral projects;
  • Ensure all administrative files and systems are maintained up-to-date.

 

     Reporting: support the reporting process for MON/007 and potential upcoming projects

  • In close collaboration with head of NCC and SSA, manage the completion of quarterly activity reports, annual progress reports and any other report requested by LD, MOH and MoF according to the formats in use;
  • At the end of every year, under the supervision of the head of NCC and SSA, support the estblishent of the detailed work plan and procurement plan for consecutive years to support the project’s financial programming.

 

      Human Resources Management of LuxDev long term and short term personnel: lead the establishment of HR procedures, ensure functioning and compliance of HR resources (N.B. at the moment there are no personnel directly employed by the project other than the Senor Sector Advisor and the future Administration and Finance Officer, so the following is mostly to prepare for future projects):

  • Manage and monitor internal HR policies and systems;
  • Identify internal HR needs; manage the development and monitoring of training plans and opportunities;
  • Oversee identification of HRD tools and resources (training, mentoring and coaching) and HR networks;
  • Ensure application of standard guidelines for the recruitment of staff 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 Unit and ensure compliance and alignment by all future projects in Mongolia.
  • Ensure management of payroll system and benefits administration for staff and experts;
  • Ensure functioning of leave management systems;
  • Ensure implementation and monitoring of annual appraisal of all staff by direct supervisor and follow up of staff objectives and training plans;
  • Ensure all HR files and systems are maintained up to date;
  • Ensure the safety/security of all HR-related data;
  • Ensure organisational charts are kept up to date.

 

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

  • Ensure the proper rollout of the new HR and ERP software;
  • Monitor implementation of IT training and follow up of staff training needs;
  • Ensure roll out of SharePoint and alignment of filing systems and procedures across all LuxDev teams and interventions in Mongolia.

 

4. PROFILE

  • Master’s or post-graduate Degree in Economics, Business Administration, Project management, and/ or comparable studies and/ or experience;
  • Expertise in management and administration, with proven experience in the management of development programs, with a focus on administrative, accounting, financial, HR, procurement and IT aspects, HR, procurement and IT aspects are an advantage;
  • Previous 10-year-experience in a managerial position, five years of which in the Development Cooperation area in various contexts (bilateral aid, international organisations, NGOs) or the private sector.
  • Excellent spoken and written English skills.

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