VACANCY ANNOUNCEMENT FOR SECRETARY OF THE PROJECT IMPLEMENTATION UNIT

Anudai Gantumur

(Source: National, Duration: 24 person-months)

A. INTRODUCTION

1. Project number: MON – 48076

2. Organization name: Ministry of Labor and Social Protection

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

3.1.Position: Secretary of the project implementation unit

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

5.  Project Background: The Ministry of Labor 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 2018-2022. 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.

B. FUNCTIONS

Key duties of this position: The main task of the secretary will support PIU activities related to overall office management and support the Project coordinator and PIU 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;
  • Support all technological and administrative routines of procurement under the guidance of procurement specialists, such as type or copy procurement documents, developing lists of potential consultants and bidders for delivery of procurement notices, etc;
  • 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 introduce to the PC 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 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 a financial specialist such as entering data to ODAMIS ;
  • Translate documents, reports and technical documentation, and related policy and regulations;

C.REQUIREMENTS

Education Master’s 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; 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;
Other 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;

D. CONTRACT DURATION

The initial duration of the contract is 12 months with 3 months of a probation period. The contract is extendable subject to satisfactory performance.

E. APPLICATION PROCESS

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 08 August 2022 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.

Address:                           Project Implementation Unit

State-owned Building XI, Baga Toiruu 44A

Khoroo 8, Sukhbaatar District

Ulaanbaatar, Mongolia

Phone: 77335577

MINISTRY OF LABOUR AND SOCIAL PROTECTION

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