Administrative Assistant

tendersglobal.net

Job Description

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:

We are looking for a motivated candidate to join our team as an Administrative Assistant. Your role will be crucial in providing necessary administrative support services while contributing to fostering a positive work environment in the Vice Presidency of countries (VPC) in Headquarters

What you’ll do:

  • Provide administrative services in all daily functions as necessary and actively collaborate in promoting a good work environment.
  • In the absence of the Senior Administrative Analyst, handle all matters related to the Vice President’s agenda.
  • Contribute to the Vice-Presidential advisors in coordinating their schedules.
  • Coordinate daily and effectively with the administrative analyst for follow-up on pending actions.
  • Manage the VPC mailbox by redirecting information and requests to the appropriate recipients within the VPC front office.
  • Follow up with regional manager offices or others regarding input and feedback requests to meet deadlines.
  • Manage the processing of contracts and payments for individual consultancies in the VPC.
  • Handle the processing of contracts for consulting firms (including BEO processes).
  • Manage the processing and monitoring of payments.
  • Supervise compliance with staff time reports, management of leaves, mandatory courses, annual self-assessments, among other corporate requirements, ensuring the quality of information. Process management and financial information analysis.
  • Prepare all relevant information for official missions, including the preparation of travel authorizations (TA) and expense reports (SOE) for members of the VPC office.
  • Coordinate authorization requests to attend external events on behalf of the Bank, through SEC, ORP, and KIC, following the guidelines established in AM-130.
  • Collaborate in the planning and execution of VPC events. Provide logistical support in coordinating conferences, meetings, and external events.
  • Contribute to the tracking of documents received through the Document Distribution System (D2S), including approval if indicated by the advisors.
  • Collaborate in budget monitoring execution and the general reconciliation of expenses.
What you’ll need:

Education:

  • Associate and/or bachelor’s degree (or equivalent advanced degree) in Business Administration or other fields relevant to the responsibilities of the role.
Experience:
  • At least 2 years of progressive experience in Business Administration with proficiency in Microsoft Office, Outlook, and Internet use as tools for research and consultation. Preferably familiar with the Bank’s information systems: Microsoft Office and Outlook.
Languages:
  • Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
Source: https://iadbcareers.referrals.selectminds.com/jobs/administrative-assistant-general-administration-consultant-5750

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