The Government of Mongolia has received a loan from the World Bank toward the cost of the Livestock Commercialization Project (LCP). The project development objective is to improve livestock health, productivity, and commercialization of targeted value chains in project locations and to provide immediate and effective response in the event of an eligible crisis or emergency. The project is structured as an IPF financed by an IDA credit in the amount of US$30 million over five years.
The project is now seeking to recruit qualified individuals for the following position:
Project Coordinator
Under the supervision of the State Secretary of MoFALI, the Project Coordinator (PC) will oversee and monitor the implementation of the project activities to improve the efficiency of project interventions.The Project Coordinator will be technically and administratively responsible for the implementation of the project in full conformity with policies, guidelines and rules regulations of the WB and the GoM.More specifically the Project Coordinator will undertake the following tasks:
- Be committed to ensure quality and timely implementation of all recommendations and instructions, given by the Project Steering Committee, composed of representatives of the MoFALI, GAVS, the Ministry of Finance (MoF) and the WB;
- Conclude contracts with all staff of Project Implementation Unit (PIU); determine and allocate their duties and responsibilities; instruct, manage and evaluate their performance;
- Open and manage project accounts and ensure proper utilization of the project funds and appropriate accounting;
- Develop and regularly update a detailed project implementation plan for the project with detailed budget in consultation with the EA and WB;
- Coordinate appraisal of the technical and design soundness of proposed initiatives under the project, and develop criteria to assess the technical feasibility of these proposals;
- Establish and maintain cooperative and collaborative relations with other projects in the field;
- Liaise with relevant Ministries and other government departments as applicable to the project;
- Ensure the achievement and documentation of disbursement linked indicators, and provide technical assistance for the achievement of project results at national, aimag, community and household levels;
- Ensure the establishment of project management systems that support compliance with legal obligations, recording /filing and reporting responsibilities, and effective delivery of project deliverables. The systems should facilitate program review, mid-term reviews and project end-line evaluation;
- Coordinate the preparation of the Annual Work Plans, budgets and procurement plans for all the components of the project;
- Undertake monitoring activities, in particular prepare progress and financial reports and other project-related documents as detailed in the project implementation manual, in close consultation with the Government and World Bank team;
- Monitor and identify potential gaps and/or obstacles that may compromise the success of project implementation, troubleshoot and present appropriate strategies to overcome barriers and improve overall project effectiveness and outcomes;
- Facilitate the update, reorganization and reprogramming of project activities as and when need a rise, for example to ensure achievement of a Disbursement Linked Indicator;
- Coordinate the preparation of key documents, terms of references (TORs) for consultants and technical assistance needs, and timely preparation of reports;
- Support the financial management and procurement functions of the project, including the preparation of requests for disbursements; help the reconciliation of bank accounts and financial resources of the project, as well as managing and accounting records of project funds;
- Facilitate procurement processes, in compliance with Government and World Bank guidelines, to ensure project execution, in particular provide technical inputs to terms of reference and during the procurement process. Lead key activities to ensure design and policies introduced under the project are best practice;
- Provide supervision to activities and consultancies in all components of the project, and in particular supervise and guide the work of the members of the PIU;
- Develop and maintain a detailed project schedule which includes timelines, administrative tasks, responsible persons and all sites involved in the project;
- Be responsible for flow of information and general coordination with the World Bank, MoFALI, GAVS and MoF to support successful implementation of the different project components;
- Organize and participate in all meetings relating to the project and record points of actions as agreed in various meetings. Ensure that all project records and documentation are appropriately maintained;
- Liaise with the World Bank Task Team leader and World Bank staff and facilitate Requests for No Objection and all documents that require prior Bank approval;
- Host and facilitate Bank supervision missions and working with the Bank to optimize the project results and impact;
- Perform any other duties as assigned by the Project Director.
Qualifications:
- Graduate degree in business, social sciences, or relevant field and at least five years of work experience in project management, business and rural development is a prerequisite or Undergraduate Degree with minimum of ten years of professional experience in relevant fields.
- At least 5 years of experience working with/for donor projects is mandatory;
- Technical and operational background in agriculture, value-chain development, rural development is an added advantage;
- Experience working in the agriculture, SME and rural development sector, in particular, systems strengthening, is highly desirable;
- Demonstrated ability to systematically package and document processes, achievements and lessons learned;
- Outstanding verbal, interpersonal, and written communication skills;
- Strong time management and organizational skills;
- Demonstrated ability to work well independently and in a team;
- Demonstrated ability to successfully manage multiple competing priorities;
- Ability and willingness to travel up to 75% time in rural communities;
- Ability to read, write and speak fluent English is mandatory;
- Demonstrate problem solving, leadership, conflict management, and team building skills in order to ensure a productive work environment and achievement of goals.
Project Accountant/Financial Management Specialist
Under direct supervision of Project Coordinator, the Financial Management Specialist/Project Accountant (FMS/PA) will manage Project Financial matters as part of the Project implementation arrangements, in accordance with the relevant Government and IBRD financial management requirements. Responsibilities include: (i) maintaining an integrated accounting system for all approved Project activities, utilizing standard accounting procedures, which will ensure full documentation and recording of sources and uses of funds; (ii) preparing the Financial Management Reports and Financial Statements for all the Project activities; and (iii) ensuring that Project expenditures are incurred for the intended purpose. More specifically the FMS/PA will undertake the following tasks:
- Maintain the accounting system for the Project, utilizing standard accounting procedures, which will ensure full documentation and recording of sources and uses of funds;
- Prepare quarterly financial reports for the MoFALI and quarterly Financial Management Report for the Bank for Project budgetary control and input into Project progress reports;
- Build financial management capacities in selected PPs;
- Prepare quarterly status reports for MoFALI and prepare interim unaudited reports.
- Review and check withdrawal applications prepared for draw down of the Bank funds for all activities.
- Review and verify accuracy of information on payment vouchers for signing of cheques;
- Verify and ensure the availability of funds before cheques are written;
- Manage Project expenditures, ensuring full compliance with applicable rules and procedures as per the Project Implementation Manual, agreed between the Bank and Government for the Project;
- Assist in the Preparation of Budget estimates/allocation for Project activities.
- Review, verify and certify monthly, quarterly, annual and special financial statements and reports, including expenditure reports and bank reconciliation statements;
- Review receivables and payables and ensure prompt settlement of payables to the Project’s suppliers and contractors.
- Review and certify Bank Reconciliation Statements for the Project.
- Ensure that the chart of accounts, accounting books are consistent and matching financial and management reporting requirements of the Government and the Bank.
14. Ensure all accounting transactions are accurately and completely recorded in the accounting software based on valid supporting vouchers with full authorization by the Project Coordinator and follow the financial procedures of the Government and the Bank.15. Administer accounting and physical disbursement of payrolls and other payments.16. Report immediately to the Project Coordinator any damage/theft of any of the stock items. Obsolete stock items must be included in the monthly report for reviewing and investigation by the Project Management.17. Ensure that all issuing of stock items are supported with an authorized requisition form signed by the Project Coordinator. Any irregularity or incompliance with the procedure must be brought to the attention of the Project Management.18. Provide Project Coordinator and all related staffs with financial and accounting information on periodic and ad-hoc basics.19. Support Project Management in providing financial and accounting information to the external auditors, tax authorities and other authorities with all financial issues. Answer questions and resolve accounting issues during the external audit process.
- Provide any other relevant to the post services as required.
Required Qualifications
- University degree in Accounting; a Master’s degree in Accounting, Business Administration, or Finance is an asset;
- Certification to practice public accounting is an asset;
- At least 10 years of experience in Accounting and/or Auditing;
- A minimum of 5 years working with/for international development institutions, hands on understanding of their requirements and work ethics;
- Strong experience and solid knowledge in the preparation of financial statements and other aspects of a complex financial reporting process including interfaces with electronic systems of accounting information;
- Ability to plan and prioritize work duties as well as work competently under pressure and tight deadlines;
- Good interpersonal, communication and participatory skills with the ability to function effectively and collaboratively in a team environment;
- Excellent computer literacy, particularly, with MS Office, spreadsheets, and accounting software;
- Excellent command in both written and spoken English and Mongolian is required.
Project administration assistant / translator
Under the general supervision and guidance of the LCP Coordinator, the main duties and responsibilities of the Administrative Assistant are, but not limited to:
- Prepare and update annual staff schedule and annual travel plan;
- Maintain up-to-date knowledge on PIU information /activities and answer general inquiries;
- Prepare draft of various correspondences ready-to-go for review by the Project Coordinator;
- Monitor and maintain fixed assets registry and manage the maintenance of office equipment and office supplies;
- Manage the office supplies and consumables in maintaining record of assets & stock inventory;
- Facilitate the organization of workshops, Project Steering Committee Meeting, Technical Working Group Meeting, Project Review Meetings and staff meetings; prepare meeting minutes and circulate for minimum inputs for finalization and filing;
- Manage local and international travel arrangements for PIU staff and visitors (including procurement of tickets, hotel reservation and pick-up from the airport);
- Do interpretation and translation work to serve the project activities;
- Create and maintain a roster of individual consultants, resource persons and potential candidates for temporary positions;
- Responsible for the scanning and archiving all project related documents in both electronic and hard copies to facilitate easy access for the Project Coordinator;
- Facilitate various Implementation Support Missions, draft Itineraries for the WB and GoM inputs; circulate these itineraries to various stakeholders and confirm various meetings for Missions as well as record attendance, minutes from various meetings and circulate draft two days after meetings are held;
- In consultation with the Procurement Officer, develop a directory for various vendors;
- In consultation with the M&E and Communications Officers, develop a directory of various stakeholders, Implementing Partners, development partners, government agencies, firms, consultants etc.
- Manage PIU vehicles and drivers schedules under the supervision of the Project Coordinator;
- Undertake any other activities assigned by the Project Coordinator.
Required Qualifications:
- At least a Bachelor’s degree in Management, Business/Public Administration or other related Social Sciences from a recognized University.
- Previous experience working for donor-funded projects is desirable
- Demonstrated ability to establish priorities and to plan, co-ordinate, and monitor his/her own work plan and those of subordinate staff.
- Demonstrated ability to meet deadlines, and to make appropriate links in work processes and anticipate next steps.
- Self-motivated.
- Excellent interpersonal and team building skills, including negotiation skills
- Excellent written and spoken communication skills, including presentations
- English speaking and writing fluency with good translation skills;
- Computer literacy with proficient knowledge of Microsoft Word, Excel and PowerPoint applications
- Good filing skills (Electronic and hard copies)
- Well-developed organizational skills
- Thorough knowledge of Government and private sector institutional and organizational structures and operations in general
- Working knowledge of the operational modalities for national and international NGOs is desirable.
RECRUITMENT TIMETABLE:
Interested candidates are invited to submit a Cover Letter, CV (Curriculum Vitae), copy of diplomas along with two reference letters in Mongolian and English, no later than 12PM on 01 February, 2024 to Livestock Commercialization Project at the following address: Room 602, 6th Floor, Park Place Office, 1st Khoroo, Sukhbaatar District, Ulaanbaatar, Mongolia or through email:procurement@lcp.mnOnly short-listed candidates will be contacted.Contact information: phone: 976+7010-4041