JOB SUMMARY
The Finance & Administration Officer is responsible for supporting both financial management and administrative functions in the country office. This role ensures accurate financial reporting and effective admin & logistical coordination, contributing to the seamless operation of office and project activities.
ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY
Finance/Accounting/Bookkeeping (70%)
- Review project activities budget, fund requests, and petty cash vouchers for the office.
- Prepare payment vouchers, including check receipts, prepare bank transfer requests, and accurately record all accounting transactions into MIP for proper financial management and reporting.
- Manage cash, banking-related transactions, and monitor cash flow, ensuring proper documentation for all cash/check payments.
- Liaise with the bank for smooth financial transactions and support monthly payroll, tax, and pension payments.
- Collaborate with local partners to ensure proper submission of financial reports, supporting transparency and accountability in project finances.
- Support Finance & Operations Manager by liaising with auditors and providing support documents when required.
- Prepare monthly financial reports and assist in donor-specific reporting as required by the Finance & Operations Manager.
- Maintain a proper filing system for all supporting documents, ensuring easy access and organization.
- Check procurement documents to ensure compliance with procurement requirements.
- Support Finance & Operations Manager in procurement transactions for project activities, ensuring compliance with organizational policies and procedures, and ensuring transparency and fair market value.
Admin/Logistics (30%)
- Ensure seamless coordination and logistical support for project events, workshops, and conferences, contributing to the smooth execution of project activities.
- Provide logistical support for Orbis visitors, including visa assistance, ground transportation, and hotel accommodations, ensuring a seamless experience.
- Assist staff with project travel arrangements, including booking travel tickets, arranging ground transportation, and coordinating hotel accommodation, ensuring convenience and efficiency.
- Coordinate the repair and maintenance services for office equipment as needed to ensure they are in optimal working condition.
- Monitor and maintain office equipment, including managing purchasing orders for office equipment and supplies, recording purchases, maintaining a database, and conducting physical inventory counts at mid and end of the year.
- Support Finance & Operations Manager in governance-related activities and medical credentialing for international volunteers.
- Follow legal requirements of Orbis and contractual partnerships and agreements.
- Ensure all MoUs, contracts, leases, and other legal documents are up to date, compliant with local regulations, and properly filed.
- Undertake any other administrative or logistical tasks assigned by the line manager to support the efficient operation of the office.
REPORTING & WORKING RELATIONSHIPS
Reporting directly to the Finance and Operations Manager. The incumbent will internally, collaborate closely with Program Team and global finance to ensure timely financial reporting and smooth coordination of financial and administrative tasks. Externally, establish an annual connection with Auditors for audit processes, ensuring compliance, and engage with vendors on an as-needed basis for ledger reconciliations and addressing financial queries.
QUALIFICATIONS & EXPERIENCE
- 2 years of working experience in finance, accounting, or administrative functions within an INGO or multinational company is preferred.
- Experience working with donor-funded projects or managing financial reports for international development projects is a plus
- A diploma in Finance, Accounting, or Business Administration is required.
OTHER SKILLS & ABILITIES
- Fluency in Mongolian and English is essential for clear and effective communication across internal teams and external partners.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams) is required for various administrative tasks. Familiarity with accounting software is also necessary to support financial management activities.
- Ability to manage time effectively and prioritize tasks is crucial for handling multiple responsibilities and ensuring the smooth operation of daily activities.
- A customer-oriented mindset, focused on meeting the needs of internal and external stakeholders, is highly valued. The candidate should demonstrate a proactive approach to addressing stakeholder concerns and delivering high-quality service.
- Consistently approaching work with energy and a positive, constructive attitude is essential for maintaining motivation and contributing to a positive work environment.
- The ability to pay close attention to detail is essential for accurately reviewing financial documents, ensuring compliance with policies and procedures, and maintaining precise records.
- A strong problem-solving ability is valuable for identifying and resolving issues related to financial transactions, administrative processes, and logistical challenges that may arise in the course of work.
- The capacity to work effectively as part of a team and collaborate with colleagues across different departments is important for achieving common goals and fostering a positive work environment.
