Back Resources and Processes Management Consultant KIC-KIC

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:

We are looking for a dynamic, driven, proactive, experienced and results oriented resources and processes management consultant who enjoys working in an agile, diverse, and motivated environment. As resources and processes management consultant, you will support the sector in the planning, supervision, and execution of its budget, provide general administrative support, and perform data analysis to support strategic decision making. You will work in, the Resource management team part of KIC department’s front office. This team, a centralized Group of budget and financial professionals reporting to a team lead, is responsible for providing the entire Sector with quality specialized services and solutions to monitor, execute and analyze the use and transparent allocation of human and financial resources available to support knowledge, innovation, and communication activities, continually evaluating administrative processes with the aim of optimizing investments and avoiding duplications. Also, the team leads internal efforts to optimize internal operational processes and procedures and provides technical and functional advice to KIC Management related to financial and non-financial resources management.

What you’ll do:

As part of your daily activities, you will support the following processes:

Process and Risk Management:

Store and retrieve information, in accordance with the Bank's retention policies and procedures to ensure the adequate retention of all documentation that contains information of requests associated with budget management.

Provide support in the management of internal service requests handled through ServiceNow.

Support the analysis, documentation, and implementation of new internal processes.

Streamline and update internal processes, as well as the mechanisms and tools.

Support the preparation of documents, memorandums, reports, and others, including editing, translation, and formatting thereof, at the request of the supervisor.

Maintenance of complex manual and electronic files

Coordinate, at supervisor’s discretion, efforts, projects and/or tasks associated to the continuous improvement of internal processes and systems.

Financial Management:

• Perform reconciliation of registered expenses between different systems (SAP, Hyperion, Convergence).
• Accounting reclassification of incorrectly allocated expenses.
• Properly process chargebacks ensuring compliance with the Chart of accounts.
• Perform accounts payable functions, receiving payment requests, reviewing supporting documentation, identifying, and mitigating possible risks, and assigning appropriate financial information to payment requests in applicable systems.
• Allocate invoices to pay for interpretation services coordinated by Office of the Secretary.
• Maintain orderly files of requests (for payments and reclassifications) and verify that the procedures are carried out and reflected in the corresponding accounting information.
• Support the business partner creation/update process, receiving and reviewing requests, coordinating with the requestor and business partner when needed.
• Follow up on payment, reclassifications, business partner creation/update and other requests with the corresponding corporate area and within KIC.
• Create and modify contractual budget commitments in SAP.
• Ensures adequate expense funding and forecast costs for all administrative expenses.
• Verify the reception of documents and other internal control requirements to authorize payments corresponding to the acquisition of goods and services.
• Accompany the life cycle of events, from the beginning, execution, and closure of the event, providing continuous support to the customer relations team.
• Accompany the process of preparation, monitoring and closing of accruals.
• Act as a strategic partner of the program and customer relations teams, providing support in the planning, execution, and monitoring process of their resources.
• Monitor execution of Full Time Equivalent (FTE) according to annual assignment.
• Support the proper preparation and execution of KIC’s annual budget in line with IDB’s institutional goals, including resources under the Service Level Agreement with IDB Lab and the IDB Invest.
• Monitors budget execution with a holistic view of the process and resources, ensures an efficient use of resources and prepares reports.

  Human Resources Management:

  • Monitors, anticipates, and actively contributes to consultant’s workforce planning, as well as supporting the selection and contracting of complementary workforce within KIC.
  • Provide strategic support in managing contracting requests initiated through ServiceNow.
  • Assists supervisors and provide advice in understanding human resources policies, procedures, and processes.
  • Provides support in the execution of the internal onboarding program for new employees.
  • Support the execution of the knowledge and learning plan for KIC’s employees.

    Data Analysis:

    • Maintain information on budget and implementation expenditures of KIC plans and programs in KIC databases and related systems to provide statistical information.
    • Extract data, connect it, analyze it, and prepare ad hoc reports using available corporate data.
    • Collaborate in the preparation of reports, data extraction and develop solutions for data visualization, to support the decision-making process with a holistic view of processes and resources.
    • Maintain periodic reports associated with the KIC work program, including all funding information, expenditures projections, workforce information, time and leave data, among others.

      General administration:

      • Promote internal communication and the democratization of knowledge around administrative processes through different channels.
      • Actively promote a culture of engagement and a positive work environment, strengthening collaboration and teamwork and team building and social events.
      • Support office space management efforts, coordinating personnel move, keeping track of changes and requirements for office space and others.
      • Support processes associated with the inventory, purchase and management of audiovisual equipment and others.
      • Support the different processes associated with mobile device services in coordination with ITE.
      • Maintain an updated code list to register monthly time of consultants.

        What you'll need:

        • Education: Bachelor’s degree (or equivalent advanced degree) in areas related to accounting, finance, business administration, internal control, or other fields relevant to the responsibilities of the role.
        • Experience: At least/ Between 2 and 6 years of progressive experience in areas such as accounting, administration, auditing, finance, or budgeting
        • 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.

            Technical Skills:

          • Advanced level of use of Microsoft Office programs (Excel, Word, PowerPoint, Outlook, MS Access).
          • Knowledge of tools that facilitate the reporting of analytical information is a plus. (Tableau, PowerBI, etc.).
          • Knowledge of process documentation and improvement methodologies, vision of continuous process improvement.
          • Critical judgment, proactivity, and ability to make data-driven decisions and take leadership of projects/tasks from start to finish.

            Desirable Skills: