IDB Lab Administrative Support Consultant

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Technical Support
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2100001259 Requisition #

IDB Lab Administrative Support Consultant


Context of this search:

IDB Lab is looking for an Administrative Assistant to provide support to the IDB Lab General Manager and its Leadership team.

Established in 1959, the Inter-American Development Bank (IDB) 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.

The team:

As part of the IDB Group, IDB Lab is the innovation laboratory that mobilizes resources to develop innovative projects and early-stage ventures with a potential for impact and great scale, benefiting populations that are vulnerable due to economic, social, or environmental factors. Since 1993 IDB Lab has approved more than US$2 billion in projects deployed across 26 LAC countries.

What you’ll do

The selected candidate’s activities will include:

  1. Administrative Support:
  • Monitors IDB Lab General Manager’s daily agenda, ensuring effective time management.
  • Anticipates and meets the needs of internal and external clients and colleagues and coordinates meetings with internal/external clients and stakeholders and arranges the required information for successful meetings.
  • Provides logistical support in the planning and coordination of meetings with Board members, the rest of IDB’s Senior Management, external parties, and across IDB Lab, making sure all requests are promptly answered, while maintaining open communication and creating and maintaining good cross-departmental relationships.
  • Coordinates logistics for webinars and other virtual and in-person events, including setting up virtual links, conference rooms, catering, special equipment, travel authorizations, statements of expense.
  • Monitors the assigned budget execution to relevant activities.
  • Makes travel arrangements and fills out related expenses reports for the IDB Lab General Manager and the Leadership Team, including the preparation and process of IDB Lab mission memos related to non-operational matters, and compiling the information, reports, briefings, and presentations needed for official missions.
  • Edits and formats documentation and e-mails, proofreads internal documents, reports and PowerPoint presentations.
  1. Communication, systems and data management: 
  • Collaborates on translating IDB Lab communications.
  • Proactively communicates information that is valuable to colleagues and systematically shares webinar talking points and other relevant information useful for team members. Participates in communications team meetings.
  • Organizes electronic and physical files for easy access and maintains organized physical space of the Office.
  • Guides others on how and where to obtain the knowledge to resolve inquiries about policies, procedures, and systems.
  • Ensures timely circulation of documents and corresponding authorizations, like SISCOR, Convergence and Secretariat systems (D2S).
  • Leads client relationship management inputs: Gathers information from the General Managers’ contacts and leads and maintains an up-to-date records in Salesforce.
  1. Operational excellence:
  • Proposes actions to improve efficiency and achieve operational excellence and enhanced customer service with external clients and IDB personnel, resolving administrative issues and facilitating compliance with administrative policies and procedures.
  • Collaborates in administering, monitoring, and implementing administrative policies, such as AM-130-Attendance by Bank staff as representatives of the Bank at events organized by other institutions, and other administrative procedures and systems of the IDB Group.
  1. Team building
  • Helps with coordination and implementation of relevant team and talent development initiatives including to increase resilience, work-life balance, diversity, and inclusion, strengthening collaboration and teamwork, and change management activities.

Requirements:

We are looking for a candidate with the following skills and qualifications:

  • Be self-motivated, have demonstrated capacity to work in teams, be able to develop creative approaches to everyday administrative challenges, and work well in a fast-paced environment.
  • Be detailed oriented, have a positive attitude, be diplomatic, pro-active and have good judgement to know when to consult and when to act independently.  
  • Communicate effectively orally and in writing with diverse audiences. Exhibit a professional presence through clear and respectful communication, responding to requests promptly and resourcefully to deliver high-quality service.
  • Work independently with the highest standard of ethics, integrity, and transparency.

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, IDB Invest, or IDB Lab.
  • Education: Bachelor's degree or Associate Degree in business administration, or related field.
  • Experience: of at least 2 years working at managerial or executive level.
  • Languages:  Proficiency in English and Spanish, both oral and written.

Core and Technical Competencies:

  • Web savvy especially in the use of Microsoft Office applications, particularly Microsoft Excel, Word, PowerPoint, Teams and Microsoft Outlook.
  • Ability to handle multiple tasks and confidential information with utmost discretion is a must.

Opportunity Summary:

  • Type of contract: Consultant full time.
  • Length of contract: 12 months.
  • Location: Headquarters, Washington, DC
  • Supervisor: IDB Lab General Manager in coordination with the Resource Planner
  • 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: Working with us you will be surrounded by a diverse group of people who have years of experience in all types of development fields, including transportation, health, gender and diversity, communications and much more.

About us: The Multilateral Investment Fund (IDB Lab), member of the Inter-American Development Bank Group (IDB Group) serves as the innovation laboratory of the IDB Group to promote development through the private sector by identifying, supporting, testing, and piloting new solutions to development challenges and seeking to create opportunities for the poor and vulnerable populations in the Latin American and Caribbean region. IDB Lab works with leading organizations to facilitate and foster the generation of scalable solutions to the challenges facing Latin America and the Caribbean. Most of our partners are known for their potential to innovate, their local knowledge and their ability to promote and scale the solutions developed within our partnership.

Payment and Conditions: Compensation will be determined in accordance with Bank’s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.

Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the IDB, IDB Invest, or IDB Lab as staff members or Complementary Workforce consultants, will not be eligible to provide services for the Bank.

Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. We embrace diversity based on gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, and religion. We encourage women, Afro-descendants, and persons of indigenous origins to apply.

Due to the current COVID-19 pandemic and its implications for our Region, the IDB Group is reviewing its hiring needs and re-prioritizing its areas of talent acquisition. We encourage candidates to continue to apply to the active postings, yet current job openings may be subject to further decisions in terms of timing of the processes, or other actions, in accordance with business needs. Final hiring decisions may also be conditioned to the candidate’s ability to timely relocate to the post of duty at the moment of starting service.

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