Division Front Office General Administration Consultant
Location: Washington DC- USA
The IDB (InterAmerican Development Bank) Group is a community of diverse, versatile, and passionate people who come together on a journey to improve their lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.
The Social Sector (SCL) is a multidisciplinary team convinced that investing in people is the way to improve lives and overcome the development challenges in Latin America and the Caribbean. Jointly with the countries in the region, the Social Sector formulates public policy solutions to reduce poverty and improve the delivery of education, work, social protection, and health services.
The objective is to advance a more productive region, with equal opportunities for men and women, and greater inclusion of the most vulnerable groups.
The IDB Group helps Latin American and Caribbean countries promote skills development and lifelong learning as a strategy to ensure that citizens can contribute productively to society, improve their well-being, and be good citizens. To this end, it works with the countries of the region in five lines of action:
· Ensure that people have equitable access to relevant, high-quality learning opportunities throughout their lives.
· Strengthen quality and relevance assurance mechanisms.
· Consolidate and develop better financing and co-financing mechanisms to improve efficiency, effectiveness, and coverage of skills development opportunities.
· Take advantage of the use of technology to increase equity and access to skills development opportunities and improve the efficiency of skills development systems; and
· Actively promote the generation and use of evidence to inform decisions about skills development.
About this position
We are looking for an enthusiastic, results-driven, and innovative individual for the SCL/EDU Front office team. As General administration consultant, you will work alongside the Division Chief and front office team members to deliver high-quality corporate services to business unit with over 50 employees spread over more than 15 locations in Latin American & the Caribbean.
You will work in the Division of Education that is part of the Social Sector department. This team is responsible for processing and advising our division team members in corporate related requests with an agile mindset.
The objective of the consultancy is to provide support to the Education Division Front Office and the personnel of the division
What you’ll do:
Executive assistant
• Support SCL/EDU Division Chief organizing meetings, including scheduling, sending reminders; writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf; managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Participate in meetings and accompany the Division Chief, take notes, collect information and prepare briefings, prioritize action items, elaborate minutes and follow up next steps with teams. Keep track of deadlines, follow up corporate agendas and update the Division Chief’s agenda accordingly.
• Follow up with talking points and relevant materials in preparation for meetings.
• Participate as an active member of the Client Relationship Management system (Salesforce) implementation in the division
• Coordinate staff meetings,organize the agenda for each meeting, and ensure proper archiving and dissemination of meetings
• Serve as coordination focal point for events organized by the division within headquarters and external to ensure compliance of Bank policies
Corporate Management
• Support SCL/EDU Front Office with the hiring and administration of Individual and Consulting Firms contracting process in compliance with AM-650 Complementary Workforce, GN-2303-8 Corporate Procurement Policy, and GN-2765-4 Policy for Selection and Contracting of Consulting for Bank-executed Operational Work Policies
• Microsoft SNOW (Service Now)Support SCL/EDU Front Office with the processing of Special Cases and Stand-alone (NON-PO/CSO/CSP/CSA) invoice payments, tracking of invoices, and vendor creation/update requests and Client Master
• Support RPA in the budget management of the General Administrative Costs (non-personnel cost)
Operations Lifecycle Management and Support
· Support as Project assistant, as needed, in the activities and products of documents related to the preparation of financial instruments i.e., Loans, Grants, Technical cooperation, among others.
· Support and advise Team members in the mission/travel guarantying compliance with Bank policies and procedures.
· Support in the creation and update of procedure guidelines for different processes related to the team
· Support in the preparation of business intelligence reporting for division chief using the Data Portal or from Data marketplace
• RPAs (Resource Planning & Administration)
Additional tasks as needed:
• Backup of the RPA and/or collaborate on the processes related to Blogs, Campaigns, Publications dissemination among other internal processes
• Support in the design, and implementation of constant process improvements in all corporate tasks by leveraging bank systems
• Implement a one-stop shop repository to exchange information and centralize document sharing and task related management
What you'll need
· Education: Bachelor’s degree preferred in Government, International Relations, Business Management or Humanities or other fields relevant to the responsibilities of the role.
· Experience: At least 2 years of progressive experience in the activities to be performed
· Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
Key skills:
· Learn continuously
· Collaborate and share knowledge
· Focus on clients
· Communicate and influence
· Innovate and try new things
Requirements:
· Citizenship: You are a citizen of one of our 48-member countries.
· Consanguinity