Instituto de Ingeniería, UNAM > English > Organization

Administrative Secretary

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Lic. Salvador Barba Echavarría

 

 

 

Edificio 1, Fernando Hiriart
Circuito Escolar, 
Ciudad Universitaria
04510, México D.F.
Tel: +52 (55) 5623 3620
Fax: +52 (55) 5616 1514

 

The Administrative Secretary is made up of four departments: Accounting, Budget, Personnel and Acquisitions and Inventory. Three areas support the Administrative Secretary: External Income, DGAPA and CONACYT Projects and Tracking and Control of Projects Financed by Sponsors.

Priorities of Each Area:

  1. Accounting: Revise procedures that involve the handling of the Institute´s resources; prepare and present monthly statements of the Institute; revise and correct if necessary errors in the accounting system; revise the bank statements from Institute’s accounts.

  2. Budget: Draw up an annual budget; register activities of the Institute during the fiscal year including external income received; to arrange financial transfers and extensions; to award sufficient budget funds to the different academic units.

  3. Personnel: To hire personnel for all positions, award promotions, oversee incident management, to grant leaves of absence, to obtain legal permission for personnel abroad, lending and services to UNAM branches, oversee scholarship holders in the Institute, draw up contracts for individuals who lend their professional services in projects to the Institute, and tend to topics related to the union groups on campus.

  4. Acquisitions and Inventory: To purchase nationally and internationally produced goods to supply the research needs of the Institute. This also includes the supply the need of reoccurring materials through the Procurement Department. To oversee the warehouse and update the furniture and equipment inventory, and collaborate in the organization of special activities. Finally, to purchase tickets for traveling of employees.

  5. External Income: To review the information registered with the financial offices against that of the bank and financial statements. To register official receipts in the External Income System and in the SIAF System, as well as the remittance of money into the accounts while monitoring their activity. To obtain information from the sponsor about money transfers or bank deposits; submit proof of expenses to the Office of Finances and to the Accounting Office. Notify researchers in charge of the projects of the timeline for payments and to prepare partial reports of payments received.

  6. Financial expenditures: paper work, revision and proof of the requests for reimbursement from project funds. To carry out periodic balances of budget expenditures and external income with UNAM's general accounting office

  7. DGAPA and CONACYT: To monitor and manage project finances; prepare financial reports and bank reconciliations; to create policies for issuing checks; to transfer resources to make payments; to notify the person in charge of a project about important deadlines and availability of resources; to deposit the surplus resources to the original account and to defer any necessary payments.

  8. Cashier, Tracking and Sponsored Projects: to pay suppliers, to anticipate expenses, to oversee payroll, refunds and credit transfer. To register projects in SIAF System; to make fund transfers between projects; to prepare financial reports about the projects; to prepare a list of payments that are categorized as BIES (external income bonuses) and to make financial analysis of all resources to know what is available for future projects.