Resources Planning and Administration Senior Associate/Associate

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Resource Planning & Administration
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1900000691 Requisition #

Resource Planning and Administration Senior Associate/Associate

 

Background: 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 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 a single support group for the entire Sector, known as the Resource Management Team, provides specialized and quality services and solutions for monitoring, executing and analyzing the usage and transparent allocation of human and financial resources available to support knowledge, innovation and communication activities. The Team also continually assesses administrative processes with a goal towards cost-containment and avoidance of duplicity, provides technical and functional advice to KIC Management related to resources allocation and integrates a multidisciplinary group to optimize operational processes and procedures, as well as change management. 

 
What you’ll do:
 

You will support KIC, in the planning, monitoring and execution of its business plan, budget, resource planning, administration, human resources, data analytics, office management and procurement.

 

Human Resources Management

 
  • Promote internal communication through different mediums to ensure effective dissemination of information within and outside GCL.
  • Contribute 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).
  • Monitor, anticipate and actively contribute to workforce planning, as well as selection and contracting of complementary workforce for 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 support in the creation of Contract budgetary commitments in SAP (Purchase orders)
  • Provide support in the approval and monitoring of contracting requests initiated through ServiceNow
  • Assist supervisors in understanding human resources policies and rules
  • Actively promote 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.
 

Budget, Financial Planning and Accounting

 
  • Support the proper design 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.
  • Monitor budget execution ensures an efficient use of resources and prepares reports.
  • Identify and manage risks associated with financial plans and contracts and leads the performance of financial analyses, forecasts and contingency plans for accurately managing budgets and contracts.
  • Perform accounts payable functions, approves supporting documentation and authorizes payments in the corresponding systems.
  • Prepare reports and analyzes RBB metrics, making any pertinent recommendations to ensure KPI attainment and identifies, solves or raises any possible risks or issues.
  • Monitor telecommunication expenses and other general administrative expenses such as printing and others, to ensure proper registration
  • 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
  • Create and maintain data flow processes in support to business needs of integrated reporting
  • 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.
  • Monitor the compliance of retention policies for of all documentation containing budget information and requests, accounting records and supporting documents.
  • Support the monitoring process of KIC’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.


KIC Plans

  • 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.


Process improvement

  • Prepare and update internal guidelines, as well as development of mechanisms and tools to ensure:
  • 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.
  • Collect and analyze qualitative/quantitative data on internal processes, generating insights for process improvement.
  • 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 to ensure the proper distribution of information referred to regulations, strategies, criteria, standards, policy guidelines and new developments to all KIC personnel.
  • Intranet site content suggestion, including content creation and the development of guidelines/procedures
  • Develop and implement work procedures for area of responsibility in alignment with IDB policies and practices, providing guidance to staff as necessary.


Administrative support

  • Manage 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.
  • Oversee and enforce the compliance of staff time reporting, leave administration and ensures quality of information.
Implement data visualization tools to monitor department metrics, in partnership with ISU.
What you’ll need:


Education: you have a Master's degree (or equivalent “Licenciatura” / Ïngenieria, requiring 5 years full time studies) in Accounting, Business Administration, Information Technology, Finance, Engineering or related areas. 

 
Experience:
  • You have at least 6 years of relevant 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. 
  • You have experience in implementing and executing corporate support services and projects in a complex environment managing multiple priorities simultaneously, preferably in international organizations
  • You are proficient in the use of spreadsheets, database management and analytical tools, such as Tableau and Power BI.

We are seeking candidates who can/are:  

  • Highly motivated and with outstanding problem-solving, analytical and collaboration skills.
  • Can work independently and as part of a team 
  • Committed to excellence and results 
  • Exercise good sound judgment and discretion when handling confidential and sensitive information
  • Able to work in a fast-paced team environment
  • Have strong interpersonal and communication skills with the ability to consult, partner and work effectively with others across countries, sectors and group members
  • Posses strong analytical skills in order to to assess, interpret and translate data into strategic recommendations 
  • Able 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

Language requirement: You are fluent in English and Spanish (oral and written). Knowledge of French and/or Portuguese is a plus.  

 


 

Opportunity Summary:
Type of contract: Fixed-term
Length of contract: 3 years
Starting date: Upon agreement
Location: Washington, D.C.
Requirements: You must be a citizen of one of the 48 IDB Member Countries and have no family member 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. 


The IDB offers a competitive remuneration and benefits package.


Our team in Human Resources carefully reviews all applications.

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