Mongolia: Finance and Administration Manager (local position) - MONGOLIA

Background

Group for the Environment, Renewable Energy and Solidarity (GERES) is a French NGO, active in Mongolia for the last seven years. GERES main focus areas are environmental conservation, climate change mitigation and adaptation, reduction of energy poverty, and improvement of livelihoods.

GERES Mongolia Office in Ulaanbaatar is now seeking Mongolian national to fill the position of Finance and Administration Manager. This position is based in Ulaanbaatar.

Main responsibilities

In Accounting and Finance

· Do/Oversee the recording and reporting of financial transactions, and prepare adjusting entries as required for monthly, quarterly, annual financial and ad-hoc reporting processes.

· Prepare payroll operations and related payments.

· Prepare/supervise cash and banking transactions and prepare &submit cash forecasts to the Country Director and HQs.

· Ensure that key financial processes are documented and comply with internal policies, accounting standards and audit requirements.

· Archive key/supporting financial documents and share them regularly with HQs

· Oversee the Management of Accounts Receivable and Payable.

· Act as main contact point for GERES Management, financial institutions and auditors, in key financial areas such as budget, accounting, cash management and payroll.

· Coordination with GERES Implementing Partners (3 Mongolian and 1 European Organizations as of now) in regards with monthly and quarterly financial reporting, related documentation eligibility and funds transfers;

· In charge of local expenditures verification, in close collaboration with HQ;

· Supervise finance staff to ensure smooth and orderly financial operations.

· Coach, train, plan and transfer knowledge in finance field to the GERES Team in Mongolia and across the region.

· Follow all the GERES’ financial procedures (incl. e.g. monthly closures and reporting to the HQs).

· Follow and insure all submissions of taxation in time to the authorities of Mongolia.

In HR and Administration

· Support of expatriate staff in Mongolia (visas, registrations etc.)

· Supervise support staff, and provide capacity building opportunities.

· Prepare monthly staff slips

· Respond to administrative and logistical needs by GERES staff and management: analysis and planning, implementation, monitoring and review, insurances, inventories etc.

· Review and validate contracts and negotiations with suppliers and service providers, in order to reach appropriate agreements.

· Monitor and manage the recruitment cycle for all positions.

· Manage and create all personnel-related documents including employment contracts, Insurance, ID cards, performance appraisal sheets, etc.

· Control and monitor time sheets, leaves, warnings, resignations, promotions, terminations, etc.

· Ensure secured access rights of shared folders/files and their regular backup.

· Supervise sourcing of software licenses and compliance with legal requirements.

· Identify issues, and respond to users’ requests that could be addressed through improved/new IT solutions.

· Respect and make respect Mongolian legislation all the GERES’ HR and administration procedures

· Submission of reports and information to authorities of project activities in Mongolia according to the requirements

In Logistics

· Supervise the logistician and logistics activities

· Follow all the GERES’ HR and administration procedures

· Participate in writing GERES’s manual of procedures

Applicant’s Profile

Accounting and Finance:

· Minimum 5 years’ experience in the field of finance, particularly accounting and at least 3 years in an international NGO/IO

· Experience in supervision of accounting / finance staff.

· Bachelor's degree in accounting or finance-related course, higher degree preferred, including accounting certification.

· Knowledge of accounting practices and software

· Knowledge of Mongolian accounting and finance legislation

HR and Administration:

• Minimum 3 years’ experience in administrative management (HR, IT, Admin & logistics).
• Knowledge and understanding of the Mongolian Labor Code.
• Strong planning, organizational, and interpersonal skills – including influencing, negotiation and cross cultural skills.
• Leadership and mentoring skills.

General:

· Proficient in working with Microsoft Office (MS Excel, Word, Outlook)

· Good command of English and Mongolian (speaking and writing)

· Demonstrated ability to work in an organized and systematic manner

· Proven ability to work in a highly interactive team setting

· Analytical mind and committed to continued learning

· Patient, resilient and flexible

· Good interpersonal skills

· Strong integrity and honesty and high attention to detail

· Commitment to sustainable development

· Enjoys working in a multicultural environment

Conditions

· Position based in Ulaanbaatar

· 12 months fixed term contract

· Local position: local terms and conditions of employment will apply

To apply, register your application (CV + LM) on the following web page http://job.geres.eu/?action=ref&id=72 or go directly on our website www.geres.eu, within page About us / Recruitment

Applications will be evaluated as we go along. The recruitment process shall be finalized before the application deadline.