Resource Planning and Administration Associate/Senior Associate

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Sector
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2100001007 Requisition #

Job Title: Resource Planning and Administration Associate/Senior Associate

Context of this search: We are currently looking for a strategic, hardworking, collaborative, proactive and highly motivated individual to join our Resource Management team as a Resource Planning & Administration Associate/Sr. Associate, reporting directly to the Team Lead.

The team: The Knowledge, Innovation and Communication (KIC) Sector is responsible to: (i) Help the IDB Group to identify, build, apply, and disseminate high-quality knowledge, as well as to develop and use learning products that enable the building of technical and general competencies; (ii) promote an internal culture of innovation by providing experience, networks, and methodologies and expediting the adoption of innovative solutions; and (iii) expand the audience that uses the Bank’s products and position the brand through internal and external communication

Within KIC front office, the Resource management team, provides specialized and quality services and solutions to the entire sector for the monitoring, executing, and analysis of the usage and transparent allocation of human and financial resources available to support knowledge, innovation, and communication activities, continually assessing internal processes with a goal towards cost-containment, avoiding duplicity and enhancing effectiveness towards operational excellence. The team provides technical and functional advice to KIC Management related to resources allocation and integrates a multidisciplinary group to optimize internal processes.

What you’ll do: You will support KIC, in the planning, monitoring and execution of its business plan, human resources management, budget and financial planning, knowledge, innovation and communication plan support, process management, process and financial information analysis, and administrative support.

The main activities would be:

Human Resources Management

  • Monitors, anticipates, and actively contributes to workforce planning, as well as selection and contracting of complementary workforce within KIC.
  • Support the streamline of the Complementary Workforce hiring process to ensure alignment with KIC’s business objectives such as cost and time reduction, and output quality improvement.
  • Provide strategic support in managing contracting requests initiated through ServiceNow.
  • Assists supervisors and provide advice in understanding human resources policies, procedures, and processes.
  • Actively promotes a culture of engagement and positive work environment through the implementation of HR relevant exercises such as work-life balance, diversity, and inclusion, strengthening collaboration and teamwork, team-building and social events, and other initiatives to facilitate the implementation of change.
  • Support the internal onboarding program for KIC’s new employees
  • Act as KIC’s learning coordinator, working in collaboration with KIC Client relations Lead, to support the execution of the knowledge and learning plan for KIC’s employees.
  • Actively collaborate with colleagues of other areas of the Bank, to streamline processes and ensure consistency and application of best practices, for more effective processes and internal client services.

Budget and Financial Planning

  • Contributes to the development and monitoring of KIC’s work program based on goals and expected results, defining products, targets, and performance indicators (operational and/or administrative).
  • 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 ensures an efficient use of resources and prepares reports.
  • Identifies and manages risks associated with financial plans and contracts and leads the performance of financial analyses, forecasts, and contingency plans for accurately managing budgets and contracts.
  • Performs account payable functions, approves supporting documentation, and authorizes payments in the corresponding systems.
  • Performs budget monitoring functions at different levels with a holistic view of the process, to ensure the use of correct sources of funding for the different expenses and the creation of budget protections for all budget sources.
  • Support the general reconciliation of expenses (SAP, Hyperion, WLMS), expenses auditing, creation of projections and reclassification processing.
  • Liaise with the corresponding corporate units (FIN, PRC, TSG, ACP) for inquiries/incidents/ requests.
  • Accompany the process of preparation, monitoring and closing of the accruals

Knowledge, Innovation and Communication Plans and KIC programs

  • Provide support to the production and delivery of knowledge, innovation and communication activities executed under the Bank’s units KIC Plans.
  • Maintain periodic reports associated to KIC work program, including other sources of funds, and the expense projections by output / activity associated to each K&L Plan by client department.
  • Keep budget and expense information of KIC Plans execution in KIC databases and related systems to provide statistical information.
  • Act as a strategic partner for the client relations teams and KIC’s program teams, providing support in the process of planning, executing, and monitoring their assigned resources
  • Support the full life cycle of Knowledge, Innovation and Communications events, providing ongoing support to the Client relations team
  • Conduct budget closing meetings for events with the peers from the logistics team.

Process management

  • Promotes internal communication to ensure effective dissemination of information within KIC.
  • Prepare and update internal guidelines, as well as development of mechanisms and tools to ensure the compliance with institutional retention policies for of all documentation containing budget information and requests, accounting records, and supporting documents.
  • Analyze existing internal processes and support the design of a plan of action to optimize the implementation of these processes, applying project management tools and methodologies.
  • Identify issues that need to be addressed to improve efficiency and quality of the various services that KIC provides.
  • Support the design of internal guidelines and tools.
  • Intranet site content suggestion and update, including content creation and the development of guidelines/procedures.
  • Develop and implement internal work procedures for area of responsibility in alignment with IDB policies and practices, providing guidance to staff, as necessary.
  • Support KIC service portal (Servicenow) management, as well as the administration and response to internal requests initiated through the portal and continuous improvement of the ticketing system

Process and financial information analysis

  • Collect and analyze qualitative/quantitative data on internal processes, generating insights for process improvement.
  • Create and maintain data flow processes in support to business needs of integrated reporting.
  • Support the monitoring process of the sector’s work program, business plan and budget within the RBB framework, providing analytical and strategic support as needed.
  • Continuously improve efficiency in the budget execution process
  • Collaborate on the preparation of reports, data extraction and develop solutions for data visualization, to support the decision-making process with a holistic view of the processes and resources
  • Prepares reports and analyzes RBB metrics, making any pertinent recommendations to ensure critical metrics attainment and identifies, solves, or raises any possible risks or issues
  • Extract, connect and analyze institutional and KIC corporate data, including the preparation of ad hoc reports.
  • Implements data visualization tools to monitor department metrics, in partnership with the KIC’s Information Services Unit (KIC/ISU)

Administrative support

  • Manages administrative processes, office facilities, travel management, information technology systems accesses, and serves as one of KIC’s subject matter expert for all administrative management functions.
  • Office space planning and assignment, as well as systems access requests and permissions monitoring.
  • Provide guidance to KIC personnel in administrative matters as well as in the appropriate application of policies and procedures, expediting requests for information by applying knowledge of policies, rules, and processes.
  • Oversees and enforces the compliance of staff time reporting, leave administration, and ensures quality of information.

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: Master's degree (or a 5 years'full time “Licenciatura”) in Accounting, Business Administration, Finance, Engineering, or related areas.

Experience: 

  • At least 6 years of proven experience related to the key responsibilities of the position, with a minimum of 3 years of international experience in budget, accounting, auditing, and administration areas, to include budget preparation, accounting, and financial analysis. 
  • Experience in implementing and executing corporate support services in a complex environment managing multiple priorities simultaneously, preferably in international organizations.
  • Proficiency in Bank's systems, use of spreadsheets, database management and analytical tools, such as Tableau and Power BI is a requirement.

Languages: Excellent English and Spanish language proficiency, verbal and written, is required.  French and Portuguese a plus.

Skills

  • Highly motivated, proactive individual with outstanding problem-solving, analytical and collaboration skills.
  • Can work independently and as part of a team, and that is committed to excellence and results.
  • Possession of the following personal qualities: resourcefulness, responsibility, tenacity, energy, and positive attitude
  • Exercise good sound judgment and discretion when handling confidential and sensitive information.
  • Ability to work in a fast-paced team environment, capable of meeting tight deadlines and coordinating multiple requirements
  • Strong interpersonal and communication skills with the ability to consult, partner and work effectively with others across countries, sectors, and group members.
  • Strong base of analytical skills to assess, interpret and translate data into strategic recommendations.
  • Ability to interpret and apply policies and frameworks in a manner that is suitable to the client situation and in the best interest of the IDB.
  • Experience working in multi-disciplinary and/or cross-sector teams, with demonstrated integration skills.
  • Strategic and systemic thinking
  • Familiarity with project management approaches, tools, and phases of the project lifecycle
  • Flexible and adaptable; able to work in ambiguous situations
  • Teammate who collaborates with and through others and is committed to perfection and results

 

Link to Technical Competencies (← please Ctrl + Click)

Link to Core Competencies (← please Ctrl + Click)

 

Opportunity Summary: 

Type of contract: Fixed term
Length of contract: 3 years, with possibility for renewal as per mutual agreement
Starting date: Upon agreement
Location: Washington, D.C.
 
Requirements: You are 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.

Because we are commited to providing equal opportunities in employment, we embrace all diversity and encourage women, LGBTQ+, person with disabilities, afro-descendants, and Indigenous people 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.

 

The IDB offers a competitive remuneration and benefits package.

Our team in Human Resources carefully reviews all applications.

 

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. 

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