Events Logistics Support Consultant of the Fiscal Management Division - Tenders Global
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Events Logistics Support Consultant of the Fiscal Management Division

Inter-American Development Bank

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Job Description

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Description

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The Fiscal Management Division (IFD/FMM) supports the efforts of the governments of Latin America and the Caribbean to reinforce their fiscal policy and management at both the national and subnational levels to boost economic development and reduce inequality and poverty. FMM’s main work areas are tax policy and administration, public expenditure policy and administration, subnational fiscal policy and administration, fiscal sustainability, macro-fiscal policy, and fiscal transparency. 
 
We are looking for a professional that must be able to develop creative approaches to everyday administrative and event challenges and work well in a fast-paced environment, to multitask, maintain a focus on details, and have superb organizational abilities. The consultant will need to have advanced communication and people skills, as he/she will engage with all members of the Fiscal Management Division team as well as the Knowledge, Innovation and Communications Department to calendarize, produce and disseminate events in different countries.
 
The Fiscal Management Division promotes dialogues, learning forums, and study tours with member countries, to facilitate knowledge sharing and dissemination of analytical products of the IDB and other organizations, and the exchange of lessons learned and best practices inside and outside the Latin American and Caribbean region.  The Division also organizes trainings for its staff through a series of seminars, workshops, and other events, sometimes facilitated by own Division members or by international experts.
 
These events require logistics and other administrative planning. The logistics consultant must follow the Division’s administrative processes and be able to communicate clearly and efficiently with the Division’s administrative team to support the management of contracts with external vendors for the Division’s event as well as different types of payments, manage expense reports and execute budget related activities. The consultant must also work together with technical specialists and the division’s communications team in the design and dissemination of events, which can be multilingual (English, Spanish and Portuguese), in-person, hybrid or virtual.
What you’ll do:

In coordination with FMM front Office and the Knowledge Innovation and Communications Department, provide high quality support in event organization, including all logistics involved in the planning stage and the delivery of the event, including:

  • Events requirements identification and scheduling including preparation of event budget estimation and execution monitoring.
  • Support the FMM learning coordinator and the FMM Front Office team in the registration and organization of internal FMM events (brown bag lunches (BBL), workshops, and other internal training events), including reservation of conference room, catering, Zoom or Teams etc.
  • Coordination of services (Hotel, conference rooms, audiovisual support, catering services, translation, interpretation, printing, virtual and physical room setup, and assembly, among others, depending on the need) including negotiation with external providers in coordination with the events logistics team of the Knowledge Learning and Innovation Department.
  • Prepare letters of agreement, travel arrangements, expense reports when needed.
  • Preparation of a clear work-plan for successful event delivery. (One work-plan and budget per assigned event).
  • Coordinate the reservations/purchases for trips, hotels, lists of participants and per diem payments to participants following IDB policies.
  • Upload events information to the IDB learning system.
  • Work under the supervision of the learning coordinator and the communications team to produce, send and track email invitations, produce banners and other marketing materials to promote the event and post-event dissemination materials such as brochures and videos, if necessary.
  • Online, hybrid and on-site event support.
  • Expertise with online event platforms and execution.
  • Maintain contract files up and to date.
  • Maintain updated the division contract databases.
  • Work closely with the Division’s Resource Planner and Budget Coordinator to assist on administrative requirements and processes.
  • Have knowledge of regulations/norms and procedures of the Bank to effectively perform each of the processes under responsibility.
  • Other tasks as needed.
What you’ll need:

Education:

  • Bachelor’s degree in business administration, public relations, marketing, communications, event management or other fields relevant to the responsibilities of the role.
Experience:
  • 2 years of relevant work experience preferred. Having worked at the IDB is a plus. 
Languages:  
  • Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

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