Auxiliar Administrativo/a

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working to empower lives and build resilient nations. The organization emphasizes diversity, equity, and inclusion, ensuring that all personnel are empowered to contribute to its mission. UNDP is committed to creating an inclusive workplace and does not tolerate any form of harassment or discrimination. It values the representation of underserved populations and encourages individuals from marginalized communities to apply for positions within the organization.

Job Overview:
The position of Auxiliar Administrativo/a is integral to the project 'Technical Assistance to the Regional Government of Los Ríos for the Territorial Development Planning of the Mapuche People.' This initiative aims to strengthen the institutional capacities of the regional government to lead intercultural territorial planning processes. The role involves providing administrative, financial, and logistical support to ensure the effective execution of project activities. The selected candidate will be responsible for maintaining financial records, coordinating logistics for field activities, and ensuring compliance with UNDP's internal procedures. The position requires close collaboration with the project coordinator and the technical team to ensure that all activities are conducted according to the required standards of quality, transparency, and efficiency. The Auxiliar Administrativo/a will also play a crucial role in managing multiple processes simultaneously, including travel arrangements, events, and documentation management, contributing to the overall success of the project.

Duties and Responsibilities:
The Auxiliar Administrativo/a will have a comprehensive set of duties and responsibilities, including:

• Supporting the operational planning and management of the project by coordinating with the regional project team and UNDP operations.
• Monitoring administrative activities, including schedules, deliverables, contracts, and payments.
• Organizing and maintaining both physical and digital project files to ensure document traceability.
• Coordinating logistics for field activities, including travel, events, and meetings, which involves obtaining quotes, making reservations, and managing payment documentation.
• Maintaining updated financial records in the Quantum system, ensuring accurate tracking of expenditures by action line and product.
• Assisting in the preparation of quarterly and annual financial reports.
• Supporting internal and external audits by ensuring the availability of required documentation.
• Collaborating with the project team to facilitate knowledge sharing and the creation of relevant project documentation.
• Performing any other functions deemed necessary for the proper functioning of the project and the organization.

Required Qualifications:
Candidates must possess a minimum of three years of relevant work experience in administrative and financial management of public funds. Experience in development projects at the subnational level is essential. Proficiency in using ERP systems, financial management tools, and document organization is required. Candidates should also demonstrate knowledge of public project funding sources and be adept in remote work tools such as Microsoft Teams and Zoom, as well as traditional Microsoft Office applications including Word, Excel, and PowerPoint. Familiarity with email functionalities, particularly Outlook, is also necessary. Additionally, candidates with experience in multidisciplinary technical teams and engagement with indigenous communities, particularly the Mapuche people, will be highly regarded.

Educational Background:
The minimum educational requirement for this position is a completed secondary education. Candidates with higher education qualifications in fields such as administration, accounting, or related areas will be preferred. Relevant certifications or training in project management or financial administration will also be advantageous.

Experience:
The position requires a minimum of three years of relevant work experience, which should include administrative and financial management roles within public sector projects. Experience in managing logistics and documentation for development projects is crucial, as is familiarity with financial reporting and compliance processes. Candidates with additional years of experience beyond the minimum requirement will be considered favorably, particularly those who have worked in international cooperation projects or have experience in budget development and execution.

Languages:
Fluency in Spanish is mandatory for this position, as all communications and documentation will be conducted in this language. Basic knowledge of English is desirable, as it may be necessary for certain project-related communications. Additionally, familiarity with the Mapudungún language is considered a plus, reflecting the project's focus on the Mapuche community.

Additional Notes:
The selected candidate will work in Valdivia, Los Ríos Region, under the direct supervision of the project coordination associate. The role requires availability for in-person work and travel within the region for field activities. This position is classified as national, and foreign applicants must possess the necessary work permits and residency status to apply. The application process requires submission of a personal CV, a P11 form, and a cover letter explaining the candidate's suitability for the position. References from previous supervisors are also required. UNDP is committed to equal opportunity and encourages applications from diverse backgrounds, particularly from women and marginalized communities.