VACANCY NOTICE

(Advance recruitment)

Advertisement date: 04 Mar 2026

The Government of Mongolia, with support from the Asian Development Bank (ADB), is implementing the loan project on Strengthening Integrated Early Warning System in Mongolia. The project aims to establish a multi-hazard early warning system and strengthen national disaster risk management capacity. The National Emergency Management Agency (NEMA) is seeking below five full time PIU staff.

1. Project Coordinator
2. Early Warning Specialist – Radio Communication Engineer;
3. Financial Management Specialist;
4. Procurement and Contract Management Specialist;
5. ICT Specialist.

Vacancy Requirements and Tasks

1. Project Coordinator (01): The project coordinator will have: (i) a post-graduate degree related to economics, business administration, public administration or engineering related to technical aspects of the project; (ii) at least 10 years of general working experience in areas of early warning systems, disaster management and capacity building, of which at least 7 years of experience in managerial capacity for the projects financed by the Asian Development Bank (ADB) or other international development organizations; (iii) demonstrated ability to manage a team, prepare reports, and work with the government and private sector, communities, and civil society organizations (CSOs); (iv) excellent facilitator of meetings and negotiations for a wide range of stakeholders, especially governments, private sector, and communities; (v) excellent command of English and Mongolian; and (vi) excellent digital literacy. Previous experience with ADB projects is preferred.

A project coordinator is required to organize the PIU, keep track of, coordinate, report on, and facilitate the deployment of the resources provided for under the project. While keeping scrupulously to the provisions agreed between the government and ADB, the coordinator will keep in mind the overall objective of the project that is to sustainably improve the quality of the project’s activities. The PIU project coordinator will commence inputs immediately after loan effectiveness and will be engaged on a full-time basis. The coordinator will be responsible for preparation of annual work plans and budgets; communicating clearly to PIU staff the activities to be completed; ensuring that PIU staff and consultant complete assigned activities; monitoring progress according to agreed protocols; maintaining regular contacts with the Project Director to discuss progress and the possible need for adjustments or modifications, periodically visiting field locations to have a firsthand knowledge of the situation, and preparing reports for the executing agency, MOF, and ADB. He/she will report directly to NEMA’s project director. Specific duties include the following:

• Work closely with PIU staff, government focal including the aimag supervision officers, project consultants, provide the lead in project implementation, ensuring all outputs are delivered according to approved work plans and budgets.
• Ensure that the PIU staff have a clear understanding of the project design and components; and have read and understand the RRP and project administration manual, and other relevant reports and designs. Ensure that PIU staff work toward the project targets and indicators in the design and monitoring framework, gender action plan, social development action plan, consultation and participation plan, and stakeholder communication strategy: regardless of the specific skillsets and terms of reference for each PIU position, all need to work holistically to help achieve the project objectives.
• Supervise PIU project staff and contractors, ensuring that they follow the annual work plan and budget.
• Assist the project director in discussing terms of reference and expected outputs of PIU staff, providing coaching where required, and review performance of PIU staff.
• Ensure communications among PIU staff and contractors on project work plans, project issues, and project performance.
• Conduct monthly PIU project management meetings to address the progress of the work plan and any impediments.
• Coordinate the activities of the PIU and ensure that planned activities are carried out.
• Identify the need for any updates to the PAM to reflect any changes in project activities and responsibilities and seek prior endorsement from NEMA and ADB.
• Obtain necessary and timely approval of the project director on required activities.
• Ensure timely preparation of contracts with suppliers and contractors for various project activities according to ADB standards.
• Coordinate delivery of consultant work to be completed following the approved work plans.
• Ensure financial activities are managed smoothly.
• Monitor PIU activities on (a) a monthly basis against the annual work plan and budget, and report regularly to the project director on progress, (b) prepare semiannual reports for NEMA and ADB, and (c) prepare annual performance reviews of PIU activities and expenditures highlighting activities outstanding and those that need to be strengthened or modified.
• Participate in periodic field reviews of implementation activities, and project-funded inputs and services.
• Propose possible revisions of project plans and corresponding reallocation of resources within budget limits.
• Manage project using critical path method, take immediate action to redesign the project components in case if needed to avoid any delay in project implementation.
• Organize Project Steering Committee meetings in accordance with the work plan.
• Ensure that PIU staff and consultants are aware of ADB policies, including for social and environmental safeguards, gender, anticorruption, financial management, procurement, and disbursement.
• Ensure that the ADB Safeguards Policy Statement is shared with all projects implementing staff and consultants. Ensure all project activities are in line with project social and environmental safeguards. Make all Local Emergency Management Agency (LEMA) officers aware of safeguard requirements and due diligence to do when starting project activities to ensure compliance.
• Request the Mongolia Resident Mission (MRNM) of ADB for additional training on ADB policies and procedures when needed.
• Liaising with ADB on the project performance and managing the project components and ensuring the stakeholder views are managed towards the best solution.
• Assist and support NEMA in projects’ management.

2. Early Warning Specialist - Radio Communication Engineer (02): The specialist will have: (i) a bachelor’s or higher degree in information communication engineering or radio communication, and/or a related field; (ii) excellent knowledge of Mongolian and International relevant radio technology standards, norms, and regulations; (iii) experience at least 2 large-scaled radio systems’ projects on installation, operation and or supervision of early warning system, including trunked radio system (TRS), and dispatching system; (iv) experience on installation or operation for Public Warning Towers (PWT) or similar warning system; (v) excellent knowledge in DMR standard; (vi) excellent written and communication, interpersonal and teamwork skills; and (vi) good command of spoken and written English and Mongolian. The specialist will be responsible for (i) ensuring project implementation toward the project targets specified in the DMF for outputs, (ii) ensuring project implementation in compliance with ADB safeguard policies, and (iii) capacity building of central or local government staff who are responsible for disaster protection. Previous experience with ADB project(s) is preferred. 

Specialist will work under supervision of the project coordinator. Specific duties include the following:

• Study NEMA’s radio technology and support system architect for integrating all radio technology-related systems such as public warning tower, TRS, MCC, and others.
• Design and document Dispatching system, TRS, public warning system, and other systems as assigned by the project coordinator.    
• Review and update the detailed technical specification of goods’ packages (for Dispatching System, Cell Broadcasting System, Emergency Broadcast System, Trunked Radio System, and Mobile Command Control center integration infrastructures) and prepare detailed cost estimates for supporting the PIU procurement and contract management specialist.
• Review and update the detailed technical specification of goods’ packages and prepare related packages’ detailed cost estimates for supporting the PIU procurement and contract management specialist.
• Supervise and revise the installation stage of all radio equipment for compatibility and interoperability systems.  
• Assess project risks and issues and provide solutions where applicable and ensure project deadlines are met.
• Organize and maintaining timely implementation of the project work plans, project schedules, work hours, budgets, and expenditures.
• Assist the project coordinator in preparing and updating the project implementation schedule and progress reports.
• Review reports provided by staffs, consultants, and local authorities.
• Cleary specify and communicate the roles and responsibilities of all project stakeholders including the participating households, the PIU and local government officials, and define their inputs and financial responsibilities.
• Responsible for project overall training, dissemination, public campaign, and capacity building activities and events, and ensure quality of training curricula and implementation, including their monitoring, evaluation, and reporting.
• Take a leading role in the coordination and curricula and content development of training for the government staff who are responsible for disaster management including NEMA, including coordination with suppliers for technical trainings.
• Responsible for preparing project reports, information, and briefing to government organizations and bodies.
• Participate to ADB inception, review and completion missions, quarterly portfolio meetings, and official meetings, prepare documents for these meetings,
• Provide verbal or written translations between English and Mongolian as needed.
• When assigned by the Project Coordinator, s/he will serve as a PIU deputy coordinator.
• Assist other PIU staff and consultants in areas of its expertise;
• Assist and support NEMA in technical matters, capacity building, projects’ development.
• Undertaking any other project related tasks as assigned by Project Coordinator, and follow up project changes.

3. Financial Management Specialist (03): The specialist will have: (i) a bachelor’s degree or higher degree in accounting or finance; (ii) CPA certification; (iii) 7 years of proven experience in accounting in the public and private sector; (iv) at least 4 years of experience with ADB and international financial institution (IFI) project(s), in accounting and financing; (v) demonstrated qualifications and/or training in financial management including experience in accounting systems used by the government and ADB; (vi) proficient command of Microsoft Word and Excel; and (vii) good command of written and spoken English. Previous experience with ADB project(s) is preferred.

Under the supervision of the project coordinator, the specialist will oversee all financial aspects of project implementation and will provide administrative support to project activities at the PIU, including (i) efficient disbursement operations; (ii) recruitment of consultants; (iii) monitoring and controlling of contracts; and (iv) ensuring that all of the above tasks are carried out following ADB’s policies and guidelines and in accordance with government requirements. Specific duties include the following:

• Assist the executing agency to maintain the advance accounts (established by MOF for the project) and to open and maintain the project local currency accounts, in accordance with ADB’s Loan Disbursement Handbook (2022, as amended from time to time). A Mongolian version is also available in https://www.adb.org/mn/documents/loan-disbursement-handbook
• Prepare draft withdrawal applications for payment of project costs in coordination with the executing and implementing agencies and submit these to MOF for verification and signature by authorized signatories.
• Prepare documentation for withdrawal of project funds from the project advance accounts and local currency accounts, for co-signing by NEMA.
• Establish and maintain an accounting management system for the PIU. In agreement with NEMAs Financial Division or MOF, identify and select financial management software to be used for the project, which is acceptable to ADB and the government, supported by maintenance of hard-copy ledgers and records. Excel may be used for daily work and management rather than for the final storing and security of the project accounts.
• Establish and maintain a systematic filing system and asset management system at the PIU, for the future transfer of the files and assets to the executing agency.
• Maintain the project accounts.
• Liaise and coordinate with NEMA’s Financial Division for their provision of financial oversight to the executing and implementing agencies.
• Provide information required for annual audits.
• Monitor contract awards, disbursement, and expenditures.
• Monitor contractor performance to ensure timely completion of contracts.
• Document project activities related to procurement of goods and services and recruitment of consultants and file these in a systematic and timely manner, together with all other relevant documents, for auditing and translating of relevant documents as needed.
• Prepare statements of expenditure as required for domestic and ADB reporting and replenishment of the advance accounts.
• Respond to reviews and/or requests for financial information by the government and ADB, as necessary, during project operations.
• Consolidate financial statements and requests for payment by contractors and service providers and assist the NEMA in the process of approval for payment release.
• Prepare annual budgets and disbursement projections during project implementation in coordination with the implementing agencies.
• Compile and prepare project quarterly and annual financial progress reports as required by NEMA and ADB.
• Prepare bank reconciliation statements, on a monthly basis.
• Prepare financial statements and financial reports.
• Maintain the project accounting ledgers and financial documents.
• Manage cash and accounts payable, including but not limited to requisitions for payments, payments to suppliers, and payment of income and other required taxes of PIU staff and contractors.
• Prepare draft withdrawal applications for payment of project costs in coordination with the executing and implementing agencies and submit these to MOF for verification and signature by authorized signatories.
• Prepare requests for replenishment to the advance accounts.
• Responsible for timely updating and maintaining the Glass Account, ODAMIS and PIMIS with required relevant inputs.
• Assist the project coordinator, government, and ADB, as necessary, in the facilitation of annual external audit assessments.
• Respond to queries from ADB with respect to financial aspects of the project.
• Prepare and maintain a fixed asset register.
• Assist the procurement and contract management specialist in the development of contract management plans for complex, high-value and high-risk packages with support of monitoring and evaluation specialist, and engineers.
• Provide verbal or written translations between English and Mongolian as needed.
• Assist and support NEMA in technical matters, capacity building, projects’ finance.
• Undertaking any other project related tasks as assigned by Project Coordinator, and follow up project changes.

4. Procurement and Contract Management Specialist (04-01): The specialist will have: (i) a bachelor or higher degree in business administration, accounting, or public administration, law or legal affairs; (ii) at least 5 years of experience as a procurement specialist with donor-funded projects, in equivalent capacity, preferably with ADB; (iii) demonstrated qualifications and/or training in procurement and must have A3 certificate; (iv) Extensive experience with procurement systems and procedure of the Mongolian Government and the relevant law and rules, regulations, and practices of state procurement and contracting in general; (v) proficient command of Microsoft Word and Excel; and (v) excellent command of written and spoken English. Previous experience with multi-lateral donor projects, especially ADB and/or World Bank, is preferred.

Under the supervision of the project coordinator, the specialist will: (i) implement the procurement of works, goods, and services based on ADB and MOF regulations; (ii) ensure the project procurement plan is completed in a timely and effective manner; (iii) report on the completion of procurement packages; and (iv) ensure that the above tasks are carried out following ADB’s Procurement Regulations and in accordance with Government’s requirements. He/she will report directly to the PIU project coordinator.

• Procurement and Contract Management Specialist will be mainly responsible for the procurement packages such as The Dispatching Centers and Trunked Radio System (TRS), The Public Warning Towers System (PWT), The Communication Backup System: New Mobile Communication Centers (MCC),  the Recruitment of consulting services firmsand individual consultants, and other packages that are to be assigned by the Project Coordinator. The specialist will be responsible for contract of the procurement packages after a leave of the other procurement and contract management specialist (04-02).

Under supervision of the project coordinator, the specialists will oversee all procurement aspects of project implementation. Specific duties include the following. 

• Assist the project coordinator and accountant to establish and maintain the project accounting management system and a systematic filing and asset management system, so that (a) recording the implementation of the project procurement plan is integrated into the management systems, and (b) files and assets can be handed over to the executing agency at project completion.
• Ensure all procurement of goods and works, and recruitment of consultants follow ADB relevant rules and procedures.
• Advise the PIU on best practices in procurement of works, goods and services based on the policies and guidelines for procurement of ADB and the Mongolian Government.
• For each package in the project procurement plan, (a) prepare draft Bidding Documents (BD) including technical specifications for the goods required, contract conditions that each bidder must accept, and formats/templates for bidders to use in preparing their bids, (b) prepare Invitations for Bidders (IFB), Request for Expression of Interests (REOI), Draft Request for Proposals (RFP) for consulting services.
• Supervise the advertisement of the requests for bids/proposals by the PIU and assist in bid/proposals opening as required.
• Prepare the list of qualified bids submitted in response to the request for bids.
• Support the bid evaluation committee and/or consultant selection committee (BEC/CSC) on final evaluation of the bids/ proposals for technical compliance and financial criteria and ranking.
• Prepare and submit final bid evaluation report for goods and works, technical proposals and financial proposals evaluation reports for consultancy services to the BEC/CSC for review and to ADB for approval after review, as necessary.
• Provide advice to the BEC/CSC on evaluation as required.
• Assist the PIU/EA in finalizing a contract with the winning bidder.^[a]
• Prepare and provide information to the Project Steering Committee, ADB, MOF, EA, IA, and other government bodies as required, or on their requests.
• Review and periodically revise the procurement plan as set out in the PAM and submit revisions through the PIU coordinator and provide justifications for the new packages with the technical inputs of technical staff to the implementing agency and ADB for approval.
• Responsible for whole management of the contract and related tasks, such as supervision of contract performance that are made with contractors/consultants/vendors, compliance of contracts, monitoring progress and performance of contracts, reviewing reports submitted to PIU, EA and IA, preparation of documents for deliverable acceptances, handing over of goods and commissioning of constructions.
• Regularly monitor and monthly report the procurement progress to the PIU project coordinator and complete quarterly and annual procurement reports for the executing agency and ADB.
• Advise the client on procurement issues that may impact the achievement of project outcomes (including issues of pre-award and post-award).
• Conduct training for EA/PIU staffs related to ADB procurement procedures.
• Responsible for timely updating the Glass accounts, ODAMIS and PIMIS.
• Participate to ADB inception, review and completion missions, quarterly portfolio meetings, and official meetings, prepare documents for these meetings,
• Provide verbal or written translations between English and Mongolian as needed.
• Assist other PIU staff and consultants in areas of its expertise;
• Assist and support NEMA in technical matters, capacity building, projects’ development.
• Execute other tasks assigned by the project coordinator.

5. Information Communication Technology Engineer (07): The ICT Engineer shall meet the following requirements: (i) Master’s degree or higher in Information and Communication Technology, Computer Science, Computer Engineering, or a related field;(ii) At least 8 years of relevant professional experience in ICT project management, system development, or software quality assurance;(iii) Prior experience working with disaster management systems or government ICT infrastructure is highly preferred; (iv) Strong knowledge of data systems integration, cybersecurity, GIS technologies, and cloud infrastructure; (v) Excellent written and spoken English proficiency.

Under the supervision of the Project Coordinator, the ICT Engineer will perform the following duties:

• Monitor and oversee the performance and implementation of the consulting firm’s activities under the NDRMS development subproject;
• Ensure that all deliverables are aligned with the approved system architecture and national ICT policies;
• Review and validate technical documentation and system deliverables submitted by the consulting firm;
• Review and assess the consulting firm’s quarterly reports for progress, quality, and compliance with project timelines;
• Identify gaps, risks, and provide recommendations for technical improvements or corrective actions;
• Provide technical guidance on system development, including GIS platforms, web portals, mobile applications, and AI forecasting modules;
• Validate the development and integration of:
• Real-time monitoring and geospatial visualization tools;
• Early warning notification systems (SMS, email, mobile app, siren networks);
• Role-based access control features;
• Dashboards with filtering, analytics, and trend analysis;
• Ensure collection, analysis and reporting functions of sex-disaggregated data^[b]
• Public reporting and emergency resource management modules;
• Disaster preparedness and response planning module;
• Ensure interoperability with government systems such as Open Data, XYR, DAN, and NEMA’s internal platforms;
• Validate compliance with non-functional requirements, including:
• 99.8% system availability and disaster recovery;
• Secure data protocols and encryption standards;
• Scalable cloud infrastructure;
• Accessibility (WCAG AA or higher), multilingual support, and low-latency performance;
• Ensure proper integration with external agencies and databases, including meteorological, seismic, geospatial, and emergency services;
• Validate API configurations for automated data exchange and ingestion;
• Monitor and ensure automated data validation, standardization, and traceability;
• Coordinate with stakeholders (NEMA, local agencies, line ministries) to gather feedback and ensure the system meets user needs;
• Support testing, training, and system rollout activities in collaboration with the consulting team;
• Provide final evaluation of system readiness before official launch;
• Work closely with NEMA’s departments to analyze and update existing ICT-related best practices, reports, and studies, aligning with the future state vision;
• Collaborate with the Ministry of Digital Development and Communications and other relevant agencies to resolve ICT-related issues;
• Assist the procurement and contract management specialist in the development of contract management plans for complex, high-value and high-risk packages with support of monitoring and evaluation specialist, engineers and financial management specialist
• Assist other PIU staff and consultants in areas of its expertise;
• Lead and develop NEMA’s ICT strategy, including spatial and non-spatial information systems, in cooperation with relevant specialists and the PIU team;
• Participate in ADB inception, review, and completion missions, quarterly portfolio meetings, and official events, and prepare relevant documentation;
• Provide verbal or written translations between English and Mongolian as needed;
• Assist and support NEMA in technical matters, capacity building, projects’ development.
• Perform other tasks as assigned by the Project Coordinator.

Application Procedure

Interested candidates should submit the following documents:

1. Cover letter (in English and Mongolian);
2. Curriculum Vitae (CV) highlighting relevant experience;
3. Copies of diplomas and certificates; and
4. At least two reference letters.

Incomplete applications would not be considered.  The submitted documents will not be returned to the applicants. Applications must be submitted by  16 Mar 2026, 17.00 o’clock to:

T.Zorig, Policy Planning Department, National Emergency Management Agency

Room № 306, Partizan’s Street, 4th Khoroo, Sukhbaatar District, Ulaanbaatar, Mongolia

The PIU staff will be selected in accordance with the regulations of the Government of Mongolia and the Asian Development Bank. This is a recruitment process that is being conducted in advance procurement of the funding source being approved. The position will commence upon the loan effectiveness. Only shortlisted candidates will be contacted.