APPROVED BY: Chimgee Chuluunkhuu

DATE: September 26

The Administrative Assistant reports directly to the Finance & Operations Manager and works closely with the Finance & Administration Officer on finance and administrative activities. The position will work regularly with Program staff to provide administrative and logistical support for project activities, events, travel and other operational requirements. The role will also interact with vendors, service providers and other external parties as required.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY 

• Provide day to day administrative support to the Mongolia office.
• Maintain organized office records, files and documentation.
• Assist with office supplies, equipment, maintenance and service arrangements.
• Support routine office meetings and administrative activities.

• Support the team with contract administration for program, project, event, vendor and supplier related agreements.
• Coordinate contract documents by preparing, organizing and routing them for review, approval and signature in line with Orbis procedures.
• Maintain contract files and supporting records so they are complete, accurate and easy to retrieve when needed.
• Coordinate official letters and related correspondence with stakeholders, partners and government agencies, including review, approval, signature and dispatch through the appropriate channel.

• Provide administrative and logistical support to program staff for meetings, workshops, trainings and other project activities.
• Assist with arrangements for venues, catering, materials, transportation and other logistical needs.
• Assist staff with travel arrangements, including accommodation, transportation and other practical arrangements.
• Provide logistical and immigration-related support to international visitors, Volunteer Faculty, and other Orbis-related visitors, including invitation letters, visa documentation and local arrangements where required.

• Assist the Finance & Administration Officer with filing and organizing invoices, receipts and other supporting documentation.
• Follow up with staff and vendors for missing documents when required.
• Assist with maintaining finance and administration records.
• Provide other administrative support to the Finance & Operations Manager and Finance & Administration Officer as required.

• Diploma or equivalent qualification in Business Administration, Office Administration, Law, Finance, Operations or a related field preferred.
• This role is suitable for candidates starting their careers. Recent graduates with relevant academic, internship or volunteer experience are encouraged to apply.
• Previous experience in administration, office support, logistics or a similar role is preferred but not essential.
• Experience supporting travel arrangements, events, official documentation or office administration is an advantage.

• Fluency in Mongolian and working knowledge of English is required.
• Good organizational skills and attention to detail.
• Ability to manage multiple administrative tasks and prioritize competing requests.
• Good communication and interpersonal skills, with a service-oriented approach when supporting colleagues and external contacts.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and Teams.
• Ability to maintain accurate records and organized files.
• Proactive approach to identifying routine administrative and logistical needs and following through to completion.
• Ability to work effectively with colleagues across Finance, Operations and Program teams.
• Ability to handle confidential information appropriately.
• Willingness to learn and work within Orbis policies and procedures.

ORBIS VALUES & COMPETENCIES