Back Gender and Diversity Division and Migration Unit Administrative Support Consultant

Post of duty: Headquarters – Washington, DC, United States.

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

We are looking for a consultant to provide administrative support to the Gender and Diversity Division and Migration Unit administration teams.

The Gender and Diversity (GDI) Division´s mission is to promote: (a) gender equality and empowerment, (b) the development of the identity of indigenous peoples, and (c) the inclusion of African descendants, persons with disabilities, and LGBTQ+ individuals. It supports Bank operations, provides policy and strategic guidance, and carries out technical assistance and training.

The Migration Unit (MIG) is part of the Social Sector (SCL) and the team mission is to support migration-receiving countries, countries of destination and migration in transit, and the host communities through lending operations; regional, sub-regional and national dialogues; regional cooperation to generate public goods; capacity building and training; and applied research.

What you’ll do:

The selected candidate will support the administration team with the following activities:

Administrative Assistant SCL/MIG or SCL/GDI:

• Managing the Chief's agenda, ensuring effective time management and foreseeing scheduling issues; organize daily activities.
• Provide support with travel arrangements, travel authorization, flights, hotels,
• Provide logistical support in the planning and coordination of meetings for the Division Chief.
• Supports internal communications within the Unit; elaborating meeting minutes and sharing of relevant information with the team, edit and format documentation and e-mails, proofread internal documents, reports.
• Apply knowledge of Bank policies and procedures to respond to requests from the Manager’s Office, Vice-president’s Office, other Bank Divisions and Departments, and entities outside the Bank.
• Arrange travel accommodations, including process of travel authorization, flights, hotels, and transportation.
• Prepare correspondence for Unit Chief’s dispatch, meeting minutes & other correspondence.
• Schedule and coordinate staff and other meetings.

  Corporate and administrative Support Cluster SCL/MIG and SCL/GDI

  • Provide support to staff for corporate procurement, Bank executed operational firm contracts, and individual consultants hiring requests.
  • Coordination with RPA and Social Sector front office to ensure all approvals are met and requests are being processed within the expected time frame.
  • Provide support for the creation of shopping carts and POs in Convergence and SAP.
  • Process all technical cooperation and administrative budget payments for both contracts and non-PO invoices.
  • Support the contract’s payment process supervision ensuring its compliance with Bank regulations and by project timelines.
  • Review all contracts deliverables, invoices, and other documents that support the payment request process to ensure compliance with project specific-requirements and Bank regulations.
  • Update reports that will serve as a main source of information for RPA and Unit chiefs regarding contracts administration.
  • Support RPA in the collection and uploading of deliverables for ESWs, CIPs, and technical cooperation.
  • Provide high quality support in event organization, including all logistics involved in the planning stage and the delivery of the event:
  • Coordination of services (Hotel, conference rooms, audiovisual support, catering services, translation, interpretation, printing, virtual and physical room setup and assembly, among others, depending on the need) including negotiation with external providers.
  • Prepare letters of agreement, travel arrangements, expense reports when needed.
  • Coordinate the reservations/purchases for trips, hotels, per diem payments to participants, send invitations, following up on participation, and preparing lists of participants.

    What you'll need:

    • Education: Technical professional preferably with a bachelor’s degree, ideally in administration, international business, or related fields pertinent to the responsibilities of the role.
    • Experience: A minimum of two years of relevant professional experience in administration, project monitoring, reporting and data management, strategy development, or related areas.
    • Languages: Proficiency in English.

      Key skills:

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      • 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: 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: 12 months.
          • Work Location: On site.

            What we offer

            The IDB group provides benefits that respond to the different needs and moments of an employee’s life. These benefits include:

            • A competitive compensation packages.
            • Leaves and vacations: 2 days per month of contract + gender- neutral parental leave.
            • Health Insurance: the IDB Group provides a monthly allowance for the purchase of health insurance.
            • Savings plan: ​​​​​​​The IDB Group cares about your future, depending on the length of the contract, you will receive a monthly savings plan allowance.
            • We offer assistance with relocation and visa applications for you and your family when it applies.
            • Hybrid and flexible work schedules.
            • Development support: We offer learning opportunities to boost your professional profile such as seminars, 1:1 professional counseling, and much more.
            • Health and wellbeing: Access to our Health Services Center which provides preventive care and health education for all employees.
            • Other perks: Lactation Room, Daycare Center, Gym, Bike Racks, Parking, and others.

              Our culture

              At the IDB Group we work so everyone brings their best and authentic selves to work, willing to try new approaches without fear, and where they are accountable and rewarded for their actions.

              Diversity, Equity, Inclusion and Belonging (DEIB) are at the center of our organization. We celebrate all dimensions of diversity and encourage women, LGBTQ+ people, persons with disabilities, Afro-descendants, and Indigenous people to apply.

              We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job interview process. If you are a qualified candidate with a disability, please e-mail us at diversity@iadb.org to request reasonable accommodation to complete this application.

              Our Human Resources Team reviews carefully every application.

              About the IDB Group