Finance and Administration Associate

The IDLO Finance Department is an integral part of the project team, which seeks to ensure financial integrity with the goal of realizing a high level of transparency and accountability in the execution of various donors’ projects. The Finance Department places a high value on producing accurate and auditable financial reports for all its stakeholders.

Under the direct supervision of the Finance and Administration Manager, and other programme colleagues, the Finance and Administration Associate will support on financial management and administrative services in Country office.

1. Financial Management Support:

•  Provide finance and administrative support to the Program team and ensure process integrity.
• Ensure internal control procedures are followed for all cash disbursement, receipts and transfers; responsible for managing the petty cash.
• Perform verification of invoices as per established organization processes and approvals, matching supporting documentation (Goods Received Note, Purchase Order, Purchase Request, Bid Analysis, etc.) to vendor invoices, recalculating for mathematical accuracy, reviewing for a valid account and grant coding and, when ready, processing payment.
• Support the Finance and Administration Manager in maintaining an overall accounting system for the Mongolia Country Office in line with IDLO guidance and procedures, including but not limited to processing invoices and payments, maintaining bank accounts and financial records, timely reimbursement of travel expenses to IDLO employees/experts.
• Support the Finance and Administration Manager with Implementing Partners (IPs), conducting cost estimates and budget proposals, carrying out organizational assessments, regular spot checks assessing risks and quality of IPs’ internal processes, reviewing IP/sub-project reports and payment requests.
• Maintain sub-grant tracking sheet and filing system for all sub-grantee proposals, agreements, financial reports, and outstanding advances.
• Review implementing partner’s reports and payment requests and submit findings to Finance Administration Manager.
• Collect bank statements and prepare bank reconciliations at month-end. Follow up on outstanding checks.
• Ensure bank account balances are monitored and funds are available for pending payables.
• Assist Finance and Administration Manager in reviewing the monthly budget versus actual reports.
• Prepare and submit the VAT exemption report and ensure timely compliance with local regulations.
• Assist as required in special projects and/or research assignments from the Finance and Administration Manager.
• Assist Finance and Administration Manager in working with external and internal IDLO auditors.
• Perform any other related duties as requested by the Finance and Administration Manager. 

2. Administration:

•  Facilitate coordination and information flow between the Country Office and HQ, support in processing payments, travel requests, and other administrative actions.
• Provide logistical and administrative support for travel, procurement, international staff/ work permit, Consultant/Expert visas, and office operations.
• Maintain organized filing systems for financial and program documentation (both electronic and hard copies).
• Assist in managing service provider contracts, including hotels, travel agencies, and office suppliers.
• Support the day-to-day management of the Country Office and assist with partner financial monitoring when required.
• Record daily transactions in Navision.
• Perform any other related duties as requested by the Finance and Administration Manager.

Academic qualifications

• Minimum Bachelor’s degree in Accounting, Finance, or Business;
• Accounting Certification – ACCA or CPA is a plus. 

Work experience

• At least 3 - 5 years experience in international accounting and financial management environment, preferably within international organisations or private /public organisations with donor-funded programs;
• Experience in IPSAS is an added advantage.
• Full professional competence in English and Mongolian written and verbal communication is required.

Knowledge, Skills, and Abilities

• Experience ideally within an intergovernmental or international non-governmental organization;
• Demonstratable knowledge of financial rules and regulations and accounting principles;
• Experience in the usage of MS Office packages;
• Advanced knowledge of spreadsheets and database packages;
• Working knowledge and experience in the use of MS NAVISION ERP;
• Excellent written and verbal skills;
• Ability to work in a multicultural team;
• Good interpersonal skills;
• Good planning and organizational skills.

For this locally recruited position, IDLO shall offer the selected candidate a local affiliate contract initially for 12 months, with the possibility of extension, subject to performance and availability of funding.

In addition, IDLO shall offer a yearly basic salary of  USD 15,360, medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer. We welcome applications of qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application Deadline: November 9, 2025