Job Summary: The Office Assistant provides clerical, administrative and logistics support to the WCS Mongolia Program.
Responsibilities of main tasks:
- Clerical Work: Phone response, drafting official letters, correspondence, petty cash and document filing
- Equipment and Supply: manage WCS Mongolia office and field supply inventory and annually assess and update inventory list, manage procurement, and maintain vendor list
- Event Organization and Logistics: find training venue, preparation for workshops, help organize meeting/workshop/training e.g.
- Custom Office related logistics: receive the goods through customs clearance
- Library Resource: maintain, manage and update library
- Recording of in and out documents and notifying related staff
- Checking and maintaining office supplies
- Delivering documents, permit requests and reports to partners
- Petty cash: maintain and document all expenses from the petty cash and report to accountant
- Managing and coordinating office and project document printing in-house and with publishing houses
- Provide assistance with Project HSE document compilation such as SAP applications, staff id submission e.g.
- Managing IT related issues, coordinating Wi-Fi connection problems, manage office maintenance issues (e.g. electricity, water, heating, windows, broken electric outlets and etc) with San Business Center Management
- Arranging visitor airport pick/drop off and making hotel reservations for visitors
- Arrange vehicle rental, logistics, procurement of supplies and equipment for all field trips
- Provide list of all field team members for accident insurance
- Manage regular communication and call system with the field teams
Minimum Requirements:
- Demonstrated clerical and office administration experience
- Logistical coordination experience
- Good organizational skills and ability to multi-task
- Demonstrated computer skills and familiarity with the following software: Microsoft Office (Work, Excel, and PowerPoint), Internet/E-mail applications, and Adobe Acrobat Professional
- Fluency in Mongolian and good spoken and written English
- Excellent interpersonal and communication skills
- At least 2 years of working experience in the areas of administrative assistance
- Punctuality and good team member attitude is important, flexibility to be available on weekends if necessary.
HOW TO APPLY:
Interested applicants should submit the following btsolmon@wcs.org
a) Submit your CV with a one-page cover letter explaining your interest in and suitability for this position, 3 reference contacts
b) Please mark the subject line of your email with “Application- Administrative and Logistics Assistant”
c) Applications should be sent on or before 5:00 pm, 10th (Thursday) February 2022. Late or incomplete applications will not be accepted.
d) Only shortlisted candidates will be contacted for an interview
Wildlife Conservation Society (WCS) Mongolia Program
201 San Business Center, Amar Street-29, Small ring road, Sukhbaatar district, Ulaanbaatar 14200, Mongolia. Tel: +976-11-323719.