Executive Coordinator to the Division Chief

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Technical Support
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1900000975 Requisition #
Executive Coordinator to the Division Chief
 
 
Background:

The Innovation in Citizen Services Division (ICS) of the Institutions for Development Department (IFD/ICS) is looking for a professional to work as an assistant to the division chief and perform a variety of tasks in the division’s front office.  The main functions of this position include:  manage the agenda of the division chief and collaborate in the organization of division sponsored events,act as a point of contact between the division and other IDB departments, prepare briefings, talking points, and presentations for the division chief and other division staff.

 
The team’s mission:

Established in 1959, the Inter-American Development Bank (“IDB” or “Bank”) is the main source of financing for economic, social and institutional development in Latin America and the Caribbean. It provides loans, grants, guarantees, policy advice and technical assistance to the public and private sectors of its borrowing countries.

 

Within the Institutions for Development Department, the Innovation in Citizen Services Division (IFD/ICS) develops operational strategies and prepares and supervises the implementation of the Bank’s sector operations, including the modernization of the state, public sector governance, digital government, transparency and citizen security at the national, regional and local levels. Currently, the ICS portfolio comprises about 55 loans and 160 technical assistance grants in execution.

The Innovation in Citizen Service’s Division reports to the IFD General Manager and is structured in four clusters:   Public Management, Citizen Security, Digital Government and Transparency.

 
What you’ll do:
  • Primary responsibility
    • Organize active internal and external meeting schedule and maintain up to date the agenda of the division chief.
    • Prepare briefings, talking points and presentations for internal and external meetings, consolidating inputs from division colleagues.
    • Act as point of contact between the division chief, the ICS team, other Bank departments and external parties related to requests for meetings, information and other activities involving the participation of the division chief.
  • Secondary responsibility
    • Use the Bank’s systems and liaise with other IDB departments in data gathering and report generation.
    • Manage communications between the division and other areas of Bank management, ensuring compliance with the Bank's policies and procedures.
    • Prepare and input in the Bank’s systems authorization and notification of the division’s missions and authorization for attendance by division staff at external events (AM-130).
    • Manage ICS Calendar and ICS general announcements, in particular, the Division’s calendar of events.  Maintain an updated distribution list and ICS staff and contractual roster.
    • Arrange official travel and accommodations for the division chief:  prepare Travel Authorizations, Statements of Expenses and other required forms.
  • Tertiary responsibility
    • Collaborate in the organization of division events, including creating dispatches, coordinating itineraries, drafting, editing and sending invitations, videoconference requests, reservation of rooms, use of the MS Teams.
    • Manage the division’s P-card (credit card) and PaymentNet system, performing accounts payable and budget functions.
    • Use Budget Planning, Service Now, convergence, SAP, and other relevant Bank systems.

The activities mentioned above form the principle duties of the position, however, this does not preclude additional responsibilities which may become necessary.

What you’ll need:


·   Citizenship: You are a citizen of one of our 48-member countries. We may offer assistance with relocation and visa applications for you and your eligible dependents.

·   Consanguinity: You have no family members (up to fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB Group.

·   Education: Bachelor’s degree in public policy, business administration, communications, public relations, or related fields. Master’s degree preferred.

  • Experience: Minimum of 3 years of relevant experience in at least certain of the following areas: preparation of reports and presentations, public policy research, executive assistant functions, data analysis and management reporting, event organization, PC (Word, Excel and Power Point) and Internet abilities. Knowledge of IDB policies and procedures is desirable.
  • Languages: Ability to read, write and speak fluently in English and Spanish in required.  Working knowledge of Portuguese and French would be beneficial.

Core and Technical Competencies:

 

  • The candidate must have strong people skills and be comfortable in a fast-paced work environment; be skilled in the use of MS Office Suite (Word, Excel, Power Point), and have excellent interpersonal skills, including verbal and written communication, patience, diplomacy, and good listening skills.

Opportunity Summary:


·   Type of contract: Consultant Full Time

  • Length of contract: 1 year, renewable up to 3 years
  • Location: IDB Headquarters, Washington, D.C.
  • Responsible person: Division chief, IFD/ICS.
  • Requirements: You must be a citizen of one of the IDB’s 48-member countries and have no family members currently working at the IDB Group.

 

 

Our culture: Our people are committed and passionate about improving lives in Latin-America and the Caribbean, and they get to do what they love in a diverse, collaborative and stimulating work environment. We are the first Latin American and Caribbean development institution to be awarded the EDGE certification, recognizing our strong commitment to gender equality. As an employee you can be part of internal resource groups that connect our diverse community around common interests.

 

We encourage women, afro-descendants, people of indigenous origins, and persons with disabilities to apply.

 

About us: At the IDB, we’re committed to improving lives. Since 1959, we’ve been a leading source of long-term financing for economic, social, and institutional development in Latin America and the Caribbean. We do more than lending though. We partner with our 48-member countries to provide Latin America and the Caribbean with cutting-edge research about relevant development issues, policy advice to inform their decisions, and technical assistance to improve on the planning and execution of projects. For this, we need people who not only have the right skills, but also are passionate about improving lives.

 

Our team in Human Resources carefully reviews all applications.

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