Administrative Assistant

JOB DESCRIPTION JOB TITLE: Administrative Assistant JOB GRADE: 19 BUSINESS UNIT: Orbis Global Programes EMPLOYMENT TERMS: Limited-Term (Over 6 months) Full-Time COUNTRY OFFICE/DEPT: Mongolia Country Office APPROVED BY: Chimgee Chuluunkhuu DATE: September 26 JOB SUMMARY The Administrative Assistant provides day to day administrative, logistical and operational support to the Orbis Mongolia office.

The role supports the Finance & Operations Manager and works closely with the Finance & Administration Officer to ensure that office, travel, program administrative support activities are organized and completed efficiently and in accordance with Orbis policies and procedures. The role also provides administrative and logistical support to program staff, including support for meetings, workshops, events, travel and other project activities.

LOCATION Ulaanbaatar REPORTING & WORKING RELATIONSHIPS The Administrative Assistant reports directly to the Finance & Operations Manager and works closely with the Finance & Administration Officer on finance and administrative activities. The position will work regularly with Program staff to provide administrative and logistical support for project activities, events, travel and other operational requirements.

The role will also interact with vendors, service providers and other external parties as required. ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY Office Administration Provide day to day administrative support to the Mongolia office. Maintain organized office records, files and documentation. Assist with office supplies, equipment, maintenance and service arrangements.

Support routine office meetings and administrative activities. Contract Management and Administrative Support Support the team with contract administration for program, project, event, vendor and supplier related agreements. Coordinate contract documents by preparing, organizing and routing them for review, approval and signature in line with Orbis procedures.

Maintain contract files and supporting records so they are complete, accurate and easy to retrieve when needed. Coordinate official letters and related correspondence with stakeholders, partners and government agencies, including review, approval, signature and dispatch through the appropriate channel. Program and Logistics Support Provide administrative and logistical support to program staff for meetings, workshops, trainings and other project activities.

Assist with arrangements for venues, catering, materials, transportation and other logistical needs. Assist staff with travel arrangements, including accommodation, transportation and other practical arrangements. Provide logistical and immigration-related support to international visitors, Volunteer Faculty, and other Orbis-related visitors, including invitation letters, visa documentation and local arrangements where required.

Finance and General Support Assist the Finance & Administration Officer with filing and organizing invoices, receipts and other supporting documentation. Follow up with staff and vendors for missing documents when required. Assist with maintaining finance and administration records. Provide other administrative support to the Finance & Operations Manager and Finance & Administration Officer as required.

QUALIFICATIONS

& EXPERIENCE Diploma or equivalent qualification in Business Administration, Office Administration, Law, Finance, Operations or a related field preferred. This role is suitable for candidates starting their careers. Recent graduates with relevant academic, internship or volunteer experience are encouraged to apply. Previous experience in administration, office support, logistics or a similar role is preferred but not essential.

Experience supporting travel arrangements, events, official documentation or office administration is an advantage. SKILLS & ABILITIES Fluency in Mongolian and working knowledge of English is required. Good organizational skills and attention to detail. Ability to manage multiple administrative tasks and prioritize competing requests.

Good communication and interpersonal skills, with a service-oriented approach when supporting colleagues and external contacts. Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and Teams. Ability to maintain accurate records and organized files. Proactive approach to identifying routine administrative and logistical needs and following through to completion.

Ability to work effectively with colleagues across Finance, Operations and Program teams. Ability to handle confidential information appropriately. Willingness to learn and work within Orbis policies and procedures. ORBIS VALUES & COMPETENCIES At Orbis, our values and competencies are central to how we work and grow, both as individuals and as a global organization.

These expectations apply to all employees and help ensure that we are aligned in our mission and impact. Our Values in Action : We are guided by five values: Accountability, Commitment, Innovation, Integrity , and Equity . These values reflect how we engage with our colleagues, partners, and the communities we serve. We expect everyone at Orbis to model these values in daily decisions and behaviors.

Our Competencies in Action: These describe the key skills and behaviors needed to succeed at Orbis. They are used in performance discussions and to support career development across roles. Competencies Application Core All Employees People Managers All roles supervising at least one Orbis employee Leaders All roles Grade 24 of higher 👉 Click here for a quick overview of our values and competencies To learn more about Orbis, go to http://www.

orbis.org Orbis is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants, regardless of race, color, religion, gender, sexual orientation, disability, veteran status, or any other protected characteristic. We encourage applications from qualified individuals of all backgrounds, cultures, and communities, particularly those underrepresented in the international nonprofit sector.

Orbis is proud to foster an environment where everyone can contribute meaningfully and thrive.