VACANCY ANNOUNCEMENT

Closing date: 17.00 ULAT, May 13, 2022

Executive Assistant

The Executive Assistant, reporting directly to the Chief Operating Officer (COO), is responsible for providing executive support including coordinating appointments, drafting correspondence, and maintaining files to support efficient flow of information of the Chief Operating Officer and concerned parties within and outside the MCA-Mongolia.

Duties and responsibilities include:

• To provide administrative and secretarial support to the Chief Operating Officer.
• To coordinate appointment requests from internal and external parties to maintain an efficient and organized schedule for the Chief Operating Officer.
• To inform concerned parties on appointment request guidelines to ensure scheduling protocols are followed consistently.
• To ensure all Compact documents and required documentation are properly managed, filed, and updated.
• To organize communications addressed to the Chief Operating Officer to ensure proper prioritization of information and the facilitation of correspondence.
• To organize documentation for the functional area, ensuring that these are readily accessible to support planning and implementation of activities and audit processes.
• To draft responses to basic inquiries to aid in a swift turnover of information to concerned parties.
• To ensure clear and accurate meeting minutes are taken and disseminated to the members and follow-up action items discussed in the meeting.
• To support administrative and travel arrangements for the Chief Operating Officer meetings (paper, agenda, logistics, reading materials etc.).
• To develop and maintain an annual key event calendar.
• To ensure documents requested for preparation are completed in an accurate and timely manner.
• To prepare a personal plan of action for effective workflow.

Evaluation criteria

Education:

• Bachelor or higher degree in business administration, management, organizational development, or a similar field.

Work experience:

• Minimum of 3 years of experience working in executive or program assistant functions, office administration and other administrative support.
• Demonstrated experience in successful management of the day-to-day office operations, department or entity of similar size and complexity, including the executive assistant, negotiation of contracts with local suppliers.

Communication and languages:

• Demonstrated ability to communicate effectively in English and Mongolian, both verbally and in writing. English language proficiency at ILR Level 4 or above is preferred.

CORE COMPETENCIES:

• Organized and results-oriented, with the ability to translate Compact strategy and objectives into tasks and work plans.
• Skilled in building consensus among employees and developing strong relationships with outside stakeholders.
• Able to identify and propose solutions to mitigate and manage risks. A strong negotiator, able to inspire confidence and create trust.
• Proficiency in Microsoft Office and relevant professional applications and software.
• Punctual and reliable with high interpersonal, problem-solving, and multitasking skills.
• Able to work under pressure and plan personal workload effectively.
• Skilled in analyzing facts and data to support sound, logical decisions regarding own and others’ work.

TO APPLY

Please submit your Cover Letter and Curriculum Vitae (“CV”) in English, copy of diploma and other relevant documents via email to hr@mca-mongolia.gov.mn (INDICATE THE REFERRED POSITION IN THE SUBJECT LINE).

Only candidates qualified for the first round will be contacted.

For recruiting information, please contact at 7711-1710 during business hours.

No fees will be paid to MCA-Mongolia or any of its agents at any stage of the recruitment process (application, interview, processing, training fees or other).