Administrative Coordinator

About this position

We are looking for a hardworking, collaborative, proactive, and highly motivated individual to join our team as Administrative Coordinator/Senior Administrative Coordinator.

What you’ll do:

Direct Support to the OVE Director:

• Organize and effectively manage the Director’s calendar, prioritizing demands and adapting to changing priorities to ensure efficient use of the Director’s time while understanding the IDB’s norms and culture.
• Organize meetings of the director with key stakeholders, including board members and IDBG management, ensuring that OVE communicates with them efficiently and effectively.
• Independently handle responses to routine requests for information.
• Ensure that the director has all proper documentation in advance of weekly meetings of the Board of Executive Directors and Management committees that the Director must attend.
• Liaise with the members of the Evaluation Community Group as needed to ensure the participation of the Director in periodic meetings and retreats.
• Support the Director with the business travel agenda before, during, and after travel, as well as back-to-office tasks, guaranteeing that bank policies and procedures are followed.
• Guarantee the correct publication and filing of official operational and administrative documents in the Bank’s repository, ensuring accessibility to all Stakeholders.
• Follow up on matters pending action and independently handle and expedite routine information requests.

Budget, Financial Planning and Accounts Payable:

• Support the processing and general reconciliation of expenses. Ensuring an accurate and timely processing of standalone invoices and Letters of Agreement.
• Identify and manage risks associated with financial plans and contracts and perform financial analyses, forecasts, and contingency plans to accurately support the execution of the budgets and contracts.
• Liaise with the corresponding corporate units (FIN, PRC, ACP) for inquiries, incidents, and general requests.

Human Resources:

• Review all documentation needed for the OVE hiring requests, including individual contractual and consulting firms, compiling the correct information to prepare the files for each contract.
• Understand and implement human resources policies and rules.
• Support the director and the members of OVE’s management team in actively promoting a positive and engaging work environment and teamwork.
• Oversee the compliance of staff time reporting, leave administration, and mandatory courses.

General Services:

• Provide guidance to OVE personnel in administrative matters, including travel, procurement, facilities, and technology accesses, applying policies and procedures appropriately. Stay up to date with all administrative management functions.
• Participate as a key front office team member in all activities related to administrative processes. Gain knowledge of IDBG’s policies and procedures as needed to be a key OVE resource.
• Help coordinate and supervise the logistics arrangements of meetings and any other events sponsored by OVE, including planning and assigning tasks, managing agendas, and coordinating with internal and external stakeholders.
• Anticipate the needs of goods and administrative services and coordinate purchases following procurement guidelines. 

What you’ll need: 

• Education: Bachelor’s degree (or equivalent advanced degree) in Business Administration, Organizational Practices, Human Resources, Economics, Social Science, Political Science, Public Policy, or other fields relevant to the role’s responsibilities.
• Experience: At least five years of relevant experience in the duties and accountabilities of this position. You have proven experience in similar positions, preferably at a similar level in an international/multilateral organization. Experience with IDB systems is a plus.
• Languages: Proficiency in English required. Additional knowledge of Spanish, French or Portuguese a plus. Spanish is highly desirable so if you are not proficient, we will ask you to commit to learning once you join us, since the skill is essential for long-term success in this role.

Source: https://iadbcareers.referrals.selectminds.com/jobs/administrative-coordinator-senior-administrative-coordinator-6302