Governance and Admin Coordinator

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Position Title: Governance and Admin Coordinator

Contract type: Full time, open-ended

Report to: People and Culture Lead

The Governance and Administration Coordinator provides comprehensive governance and administrative support to the National Director, the Board, and the People & Culture Lead, while also managing office administration. The role ensures that Board governance processes are well-planned and compliant and that day-to-day office administration, logistics, and documentation are effectively managed.

 

The position serves as a key liaison between the Board and the Management Team while maintaining high standards of stewardship, accountability, and professionalism.

Board Governance & Strategic Support (50%)

• Coordinate and prepare logistics and materials for Board and Board Committee meetings, including annual and special meetings.
• Ensure that all required reports from Management and Board Committees are submitted in a timely manner for Board meetings.
• Provide technical and administrative support to the Board in strategy formulation and review, development of strategy implementation plans, and strategy monitoring and reporting.
• Act as a bridge between the Management Team and the Board for resource acquisition and other strategic initiatives.
• Liaise with the Regional Governance Advisor (RGA) and National Director to develop, implement, and monitor Board orientation and capacity-building plans.
• Support the National Director and Board Chair to maintain governance accountability and quality assurance, including Board succession planning, diversity matrix, policy reviews, forward agenda, and other governance requirements.
• Coordinate with Management to support Board participation in organization-wide events such as Day of Prayer, Christmas celebration, project field visits and closures, and regional/international forums.
• Support the Circle of Friends (CoF) working group, consisting of Board members and Senior Leadership Team, in organizing activities and events (seminars, project/Area Program visits, and Circle of Friends events).
• Ensure that all legal and governance documents related to the organization and the Board are properly signed, filed, and kept up to date.
• Facilitate the Board Self-Review process and liaise with the Self-Review Committee during periods of Peer Review (once every five years).
• Coordinate Board transition processes (e.g., new appointments, reappointments, and exits) as needed.

Administrative Support & Office Management (50%)

• Maintain registration and tracking of all incoming and outgoing official correspondence (letters, memos, and other documents).
• Check and manage the Mongolia shared email inbox, ensuring timely responses and appropriate follow-up.
• Receive and record official letters and mail delivered through the Mongolian postal service.
• Monitor and follow up on daily office cleaning and related service quality, escalating issues when necessary.
• Process and coordinate monthly payments for office utilities and other regular office-related expenses.
• Manage monthly and/or quarterly procurement of office supplies such as coffee and tea, and related consumables.
• Coordinate the purchase of office cleaning materials and general office consumables.
• Arrange and monitor quarterly payments for Ger internet (where applicable and in line with organizational policy).
• Support visitors with visa application processes, coordinating required documentation and appointments.
• Arrange hotel bookings and related logistics for Board members, and visitors.
• Coordinate and assign vehicle booking requests based on staff needs, schedules, and vehicle availability 
• Coordinate vehicle repair and maintenance, maintaining records of services and ensuring vehicles are roadworthy.
• Ensure regular cleaning, servicing, and basic maintenance follow-up for coffee machines and related equipment.

Required Education, training, license, registration, and/or Certification

• Bachelor’s degree in Business Administration, Public Administration, Governance, Social Sciences, or a related field.
• Strong understanding of board governance processes and documentation is an advantage.
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities.
• High level of integrity, confidentiality, and professionalism when handling sensitive information.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with online collaboration tools (e.g., SharePoint, Teams).

Required Professional Experience

• At least 2-3 years of experience in governance support, executive assistance, office administration, or a similar coordination role.
• Strong communication skills in English and Mongolian (written and verbal).

• Demonstrates flexibility and willingness to travel up to 10% as required to support organizational needs.
• Ability to perform office-based duties with occasional physical tasks such as handling materials and supporting event logistics, along with flexibility to travel as required.
• Experience in an international NGO or similar multicultural environment is preferred
• Knowledge of Mongolian legal and regulatory requirements related to organizational operations and governance is desirable.

Applicant Types Accepted:

Local Applicants Only