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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