Post of duty: Washington, DC
The IDB Group is a community of diverse, versatile, and passionate people who come together on a journey to improve lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.
About this position
The Amazon Coordination Unit (ACU) is looking for an upbeat General Administration Consultant with excellent communication, inter-personal skills to support the Unit Chief in day-to-day activities and to provide support in all administrative and logistical tasks for the Unit.
What you’ll do
The consultant will be assigned to work with the Amazon Coordination Unit Front Office. The objective of the consultancy is to assist the ACU Unit Chief and to provide support in all administrative and logistical activities that pertains to the Front Office.
Key Accountabilities
Unit Chief Support
· Provide overall administrative support to the Unit Chief. Manage her agenda and scheduling priorities (meetings, conferences and any other activities in and out of the Bank). Answer, screen and prioritize the Unit Chief's calls and create draft responses to routine correspondence.
· Compile and provide to the Unit Chief, in advance, relevant materials that will ensure she is properly prepared to attend meetings and other events.
· Review all documents submitted for Unit Chief 's approval to ensure accuracy and completeness as per operational and administrative procedures.
· Make travel arrangements and hotel reservations and prepare travel authorizations and the corresponding statement of expenses using the applicable Bank systems for the Unit Chief and Team leaders of the Unit.
· Assist in the preparation of presentation materials, meeting minutes, and any other official documents and ensure these are properly filed (either in paper or electronic format) for easy accessibility and future reference.
Administrative Support
· Support in the application process for the participation of ACU staff members in external events representing the Bank in accordance with the provisions of the Bank Policy and following the requirements established by ORP and SEC.
· Support the coordination and execution of internal and external meetings, seminars, conferences and other events.
· Support the hiring process of Complementary Worforce (CW) by processing contracts in Service Now and following-up on each contract request from beginning to end.
· Distribute general inter-office mail. Update ACUs’ email distribution lists and intranet directories.
· Organize and maintain records and files using the applicable Bank procedure and systems.
· Assist in the coordination of computer requests and returns for ACU’s consultants contracts.
· Maintain office supplies inventory and handle the purchasing of office supplies as needed.
· Organize and maintain records and files using the applicable Bank procedures and systems.
· Organize the Unit’s leaves and missions agenda up to date.
· Keep all the Unit’s documents up to date and organized.
The afore mentioned activities are part of the position's main responsibilities; however, they do not exclude additional administrative activities that may be necessary for completing tasks.
What you'll need
· Education: Associate Degree/Technical studies in Business Administration, Computer Science, Communications, or any other related field.
· Experience: At least 2 years of relevant professional experience in office support related activities are required. Experience in an international/multilateral organization is a plus.
· Languages: Proficiency in English and Portuguese, spoken and written, is required. Additional knowledge of French and Spanish is preferable.
Key skills
· Learn continuously.
· Collaborate and share knowledge.
· Focus on clients.
· Ability to multitask and prioritize tasks.
· Attention to detail.
· Well-developed organizational skills.
· Ability to work independently, with initiative and responsibility as well as to be able to work with a team spirit, excellent computer skills (MS Outlook Word, Excel, Power Point, Access and Internet Explorer).
· Communicate and influence.
· Innovate and try new things.
Requirements
· Citizenship: You are citizen or have legal permit to work from your place of residency.
· Consanguinity: You have no family members (up to the fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB, IDB Invest, or IDB Lab.
Type of contract and duration
· Type of contract: International Consultant Full-Time.
· Length of contract: 9 months.
· Work Location: On site.