VACANCY ANNOUNCEMENTS

Closing date: 17.00 ULAT, March 24, 2023

EXECUTIVE SECRETARY TO THE CHIEF EXECUTIVE OFFICER

The Executive Secretary is responsible for the daily organization of the schedule, work flow, and communications of the Chief Executive Officer (CEO). The position maintains open communication lines to support the functions of the CEO’s office while ensuring compliance with established knowledge management and information security protocols.

Duties and responsibilities

• Organize daily appointment schedules and briefing materials for the CEO, anticipating possible changes in priority and agenda to ensure optimized work flow of concerned parties.
• Facilitate the dissemination of information from the CEO’s office across different functional areas of MCA-Mongolia to support efficiency and collaboration.
• Review requests, proposals, plans, and other documents to be approved by the CEO, while ensuring compliance to established templates and standards.
• Maintain and effectively track all schedules and deliverables, leading to timeliness and consistency of service delivery.
• Ensure clear meeting minutes are taken and disseminated to the members and follow-up action items discussed in the meeting.
• Ensure all Compact documents and required documentation are properly managed, filed, and updated and archived.
• Manage archiving system of the organization and handle archiving records and documents.
• Perform additional tasks and responsibilities as directed by the immediate supervisor.

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 secretarial and executive 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, a copy of diploma, and other relevant documents via email to hr@mca-mongolia.gov.mn (INDICATE THE REFERRED POSITION IN THE SUBJECT LINE).

Candidates qualified for the first round will be contacted only.

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).