Auxiliar Administrativo(a) - NPSA3

Organizational Context

The UNDP, as the UN's lead development agency, supports the 2030 Agenda and SDGs across 170+ countries. In Chile, UNDP partners with the Ministry of Education (MINEDUC) to strengthen Technical Professional Secondary Education (EMTP). This collaboration aims to implement and monitor the National Strategy for Technical Professional Training, enhance system capacities, and position EMTP as a strategic area for national development. This role supports the administrative and financial processes of this key partnership.

Job Purpose

The primary purpose of this role is to provide essential administrative support to the Executive Secretariat of Technical Professional Secondary Education (SEEMTP) within the Ministry of Education, operating under the framework of the UNDP-MINEDUC agreement in Chile. This position is crucial for ensuring the correct execution and compliance of all activities, functions, and commitments related to the strengthening of Technical Professional Secondary Education. A core responsibility involves the meticulous review of project accountability reports, validating expenditures, and ensuring proper documentation. The role contributes significantly to the financial and administrative oversight of SEEMTP's projects, ensuring transparency, accuracy, and adherence to established guidelines and systems like SISREC and SIGFE. By effectively managing administrative processes, monitoring project status, and supporting financial controls, this position directly facilitates the robust implementation and monitoring of the National Strategy for Technical Professional Training, thereby strengthening the EMTP system and its strategic impact on the country's development goals.

Responsibilities

The Administrative Assistant will be responsible for comprehensive project accountability review, serving as the administrative counterpart for various projects within the Executive Secretariat of Technical Professional Secondary Education (SEEMTP). This entails meticulously requesting, receiving, and verifying accountability reports, alongside reviewing all supporting documentation to validate that expenses are correctly backed by appropriate records like invoices, receipts, and contracts. A significant duty involves supporting the administration and control of SEEMTP's accounting and financial systems. This includes assisting with the feedback and entry of information into the Electronic Accountability Reporting System (SISREC) and the State Financial Management Information System (SIGFE), ensuring data accuracy and compliance. The role also encompasses the continuous monitoring and updating of the execution and closure status for all SEEMTP projects. This requires maintaining and updating tracking sheets or systems with information regarding financial transfers, accountability submissions, and any modifications to agreements. Furthermore, the assistant will manage all administrative documentation, which includes drafting essential documents such as memorandums, official communications, and letters. This also involves coordinating the timely dispatch of correspondence and other relevant documents to project managers to facilitate project execution and closure. Finally, the position supports the creation and exchange of relevant knowledge to enhance project outcomes and organizational learning.

Work Experience

Required relevant experience includes financial and accounting management within public administration, reviewing accounting accountability reports, and collecting information and maintaining records, spreadsheets, and documents for monitoring and follow-up. Experience exceeding these minimum requirements is desirable.

Skills

Required skills include proficiency in remote work tools (Microsoft Teams, Zoom, cloud storage, collaborative tools), Microsoft Office (Word, intermediate Excel, PowerPoint), and Outlook email functionalities. Key competencies encompass achieving results, innovative thinking, continuous learning, agile adaptation, determination, engaging and partnering, and facilitating diversity and inclusion. Functional competencies include clear communication, project management, systematic monitoring and evaluation, partnerships management, document and records management, and general accounting principles.

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