Administrative Support to the Front Office of the Transportation Division

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Description

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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:

Established in 1959, the Inter-American Development Bank (“IDB” or ” Bank”) is the main source of financing for economic, social, and institutional development in Latin America and the Caribbean. It provides loans, grants, guarantees, policy advice, and technical assistance to the public and private sectors of its borrowing countries.

The Transportation Division (INE/TSP) of the IDB provides technical support to member countries in the design of transportation operations (roads, ports, airports, railways, etc.), with the purpose of contributing to a more inclusive world and to improve the mobility conditions of people and cargo in rural and urban areas.

The Division’s experience covers topics ranging from the development of regulations for the different modes of transport, their administration and planning, institutional strengthening of the entities involved, investments in new and existing infrastructure, definition of services related to infrastructure, development of urban transport systems, to the identification of projects for the mitigation of climate change, among others.

For all the above, the leadership team must technically, administratively, financially, and operationally manage the work of the nearly 75 people who make up the Division, and for this it requires a team of qualified consultants.

The Transportation Division (INE/TSP) of the IDB is looking for a professional with procurement experience to support the Transportation Division staff in the development of administrative activities and in the follow-up of events, contracts, and payments.

What you’ll do:

The objective of this consultancy is to strengthen the administrative support of the Transportation Division in ​​acquisitions and knowledge by hiring a consultant to support the following activities:

• Support in the management and monitoring of consulting contracts and consulting firms: Review and support of the documentation necessary to process the contracts, entry into SNOW and its monitoring; contract initiator, generation of contracts in the systems, drafting and review of Terms of Reference, letters of agreement.
• Review contracts and documentation prior to signature of the Division Chief.
• Provide administrative support to professionals in functions such as: Preparation of missions (memorandums, travel authorizations, statements of expenses), letters, filing, preparation of meetings. Likewise, it will collaborate, when necessary, with the Administrative Coordinator, in cases of absence or when there is an overload of work.
• Follow-up of CONCUR reports to staff and consultants, remembering to send their expense statements on time (open TAs) for greater budget control.
• Support the TSP teams in the coordination of meetings, visits, conferences, and seminars.
• Prepare supporting documentation and coordinate activities with related people.
• Coordinate the approval of the necessary permits. Make the payments of letters of agreement, when necessary.
• Contribute to a service-oriented, customer-friendly culture and organization by addressing needs, fostering communication, and streamlining processes.
• Coordinate logistics for meetings and seminars, and the administrative activities such as requesting conference rooms, catering, video conferences, special equipment, travel authorizations, statements of expenses.
• Management of extracurricular and internal activities of TSP (birthdays, personal congratulations, etc.)
• Invoice tracking and follow up.
• Initial request for events with specialists and creation of “item and class”

What you’ll need:

Education:

• Bachelor’s degree in finance, Administration, Economics, Law, or other related fields. Master’s degree is a plus.

Experience:

• At least 2 (two) years of experience in administrative matters

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-support-to-the-front-office-of-the-transportation-division-ine-tsp-consultant-5594

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