Administrative Coordinator Consultant

We improve lives

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

The Social Sector (SCL) is a multidisciplinary team convinced that investing in people is the way to improve lives and overcome the development challenges in Latin America and the Caribbean. Jointly with the countries in the region, the Social Sector formulates public policy solutions to reduce poverty and improve the delivery of education, work, social protection, and health services. The objective is to advance a more productive region, with equal opportunities for men and women, and greater inclusion of the most vulnerable groups.

SCL team is looking for administrative support coordinator to be part of a high performing team. The ideal candidate should be self-motivated and a detail-oriented individual; have demonstrated ability to work in teams, be able to develop creative approaches to everyday administrative challenges and have the ability to work well in a fast-paced environment, to multitask, and be well organized. It is expected that the consultant will be able to work independently.

What you’ll do

• Organize and effectively manage the Sector Manager’s calendar, daily activities, and travel arrangements, prioritizing demands and adapting to changing priorities, to ensure an efficient use of the Manager’s time while understanding the norms and culture of the IDB. 
• Support the Sector Manager in his/her business travel agenda, before, during and after travel, and back-to-office tasks guarantying that Bank policies and procedures are followed. The latter includes obtaining travel authorizations and visas, compiling all the information required for business meetings, coordinating logistics at destination and handling expense reporting upon the Sector Manager's return.
• Manage all proper documentation for weekly meetings of the Board of Executive Directors and Management’s committees where Manager must assist.
• Serve as liaison between SCL and internal/external stakeholders and independently handle responses to routine requests for information.
• Edit, proofread in both English and Spanish, and perform quality control of official communications   of the Department to internal and external stakeholders. 
• Participate as a key front office team member in all activities related to administrative processes. Gain extensive knowledge of the bank's policies and procedures to act as a key resource for the sector divisions’ front offices.
• Guarantee correct publication and filing in the Bank’s repository of official operational and administrative documents ensuring accessibility to all Stakeholders.  
• Ensure an accurate and in a timely manner processing of standalone invoices and Letters of Agreements. 
• Be responsible for on-time time and labor reporting for the Sector Manager, and ensures the front office complies in a timely manner. 
• Oversee the tracking of vacation time taken for full-time consultants in the front office.
• Coordinate and supervise with leadership and autonomy the logistics arrangements of meetings and any other events sponsored by SCL, including planning and assigning tasks, managing agendas, coordinating with internal and external stakeholders.
• Review, supervise and manage competitive processes of the social sector for individual contractuals, including the verification of the final contract approved by HRD to guarantee the offer accepted by the contractual.
• Review all documentation needed for SCL Hiring Requests, including individual contractuals and consulting firms, compiling the correct information to prepare the files for each contract.
• Follow-up on matters pending action and independently handles and expedites routine information requests. 

What you'll need

•    Education: Technical professional preferably with a bachelor’s degree, ideally in administration, international business, or related fields pertinent to the responsibilities of the role.    

•    Experience: A minimum of two years of relevant professional experience in the activities to be performed. Experience in management of contracts, procurement, and administrative matters. Proficiency in Microsoft Office.

•    Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

Requirements

•    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 the fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB, IDB Invest, or IDB Lab.

Type of contract and duration

•    Consultant: International consultant Full-Time, 12 months.

What we offer

• A competitive compensation package.Leaves and vacations: 2 days per month of contract + gender-neutral parental leave.
• Health Insurance: the IDB Group provides a monthly allowance for the purchase of health insurance.Savings plan:
• The IDB Group cares about your future, depending on the length of the contract, you will receive a monthly savings plan allowance. We offer assistance with relocation and visa applications for you and your family when it applies.
• Development support: We offer learning opportunities to boost your professional profile, such as seminars, 1:1 professional counseling, and much more.
• Health and well-being: Access to our Health Services Center that provides preventive care and health education for employees.
• Other perks (country specific): Lactation Room, Daycare Center, Gym, Bike Racks, Parking, spouse career support, and others.

Our culture

At the IDB, we work so everyone brings their best and authentic selves to work while finding their purpose. Our people consistently strive for excellence, and we recognize and celebrate the impact of their contributions.

In our efforts to drive innovation, we intentionally include all voices, cultivate a sense of belonging and champion fairness. We welcome individuals from underrepresented groups to join us and share their unique perspectives.

We ensure that individuals with disabilities are provided reasonable accommodations to participate in the job interview process. If you require an accommodation to complete this application, please email us at.