JOB SUMMARY

General Expectations

The Program Consultant – Finance and Administration will be responsible for providing effective and efficient financial and administrative support to the SkillShift field office in Ulaanbaatar. Duties will include but not be limited to financial and administrative support to the office, including financial transactions, review of supporting documentation, coordinating supplier payments, processing staff payroll, supporting staff travel, and providing other support financial and administrative services as needed.

The Program Consultant – Finance and Administration will work under the direction of the STA to support the day-to-day need of the SkillShift office. The Program Consultant – Finance and Administration is also expected to work closely with all members of the SkillShift team in Mongolia and Canada.

The position is expected to involve some travel within Mongolia.

Responsibilities

Provide administrative and finance support to the STA on a day-to-day basis.

Assist the STA in managing the day-to-day needs of the field office.
Establish and maintain necessary operational policies including but not limited to HR, procurement, finance, safety and security, etc.
Establish and maintain administrative and financial systems and files, both electronic and hard files.
Assist the STA with preparing cash advance projections, budgeting and cash withdrawals, cash management, end-of-month cash count, cash safekeeping; disbursement and accounting for receipts for travel and per diems released to workshop/event participants, payment of suppliers, and for other field activities and operations.
Prepare the monthly Synoptic Journal reports for the review and approval of the STA and Ottawa-based Senior Program Officer.
Support the SkillShift team with the administrative, logistics and financial needs for meetings and workshops, including, but not limited to, per diem, accommodation and venue booking and payments, agendas, minutes, and reports.
Support the SkillShift team and Canadian partners with translation duties as needed.
Coordinate field visits and travel for program staff and partners.
Support office procurement in accordance with policies and procedures and maintain accurate inventory of office equipment, furniture, and supplies.
Act as the point of contact for office visitors and phone and email inquiries.
Assist with formatting and distribution of reports and other project documents.
Respond to requests from the SkillShift staff in Ottawa.
Respond to enquiries from program partners and external agencies.
Perform other related duties as assigned.
Reporting

The Program Consultant – Finance and Administration will report to and be supervised by the Senior Technical Advisor or designate in the SkillShift Field Office, in close collaboration with the Ottawa-based Senior Program Officer. The Program Consultant – Finance and Administration is expected to work with a high degree of independence and autonomy.

Qualifications and Competencies

Full fluency in Mongolian and English.

Mongolian citizen or legally permitted to work in Mongolia. Note: CICan will not provide a work permit or sponsor individuals.
Recognized diploma or degree in a related field (administration, business, finance or accounting) an asset.
A minimum of 5 years’ experience in a similar role with an international organization in financial and accounting processes, including, but not limited to, experience preparing financial claims and reports for programs, budgets and reconciliations.
A minimum of 5 years’ experience providing administrative in an office setting on international development projects with an international organization.
Demonstrated experience in the creation and maintenance of operational policies.
Experience booking and coordinating travel for program teams.
Demonstrated ability using Microsoft Office Suite, especially Excel where advanced knowledge is expected.
Experience organizing large meetings and events with international and government partners.
Experience in the TVET sector an asset.
Support the SkillShift team with the logistical needs for meetings and workshops, including, but not limited to: per diem, accommodation and venue booking and payments.
Excellent organizational, communication, and interpersonal skills.
Ability to work in office and from home as needed.
Ability to work late evenings as needed with Ottawa-based team.
Ability to work both independently and collaboratively in a team.
Ability to prioritize and organize work effectively and efficiently under pressure and tight deadlines.
A diligent work ethic and professional behaviour.

Interested candidates should submit a cover letter and CV with three references as one PDF file not exceeding 8 pages with the title on the subject line, Program Consultant – Finance and Administration Application – (your name).