Executive Assistant

About this position

The Office of Institutional Integrity (OII) is looking for an Administrative Assistant to report directly to the Manager, “OII Chief” or “Office Chief” and to work collaboratively within and outside the OII team to achieve organizational goals.

You are self-motivated and have demonstrated capacity to work in teams. You can develop creative approaches to everyday challenges, prioritize and identify the most pressing matters and work in a coordinated fashion in a fast-paced environment while maintaining a focus on details, discretion, and a positive attitude. You are inspired by the objective of fighting corruption and increasing transparency.

The team: OII is an independent office of the Inter-American Development Bank (IDB) that plays a key role in leading the IDB Group’s integrity efforts.  The Office investigates information in connection with prohibited practices in IDB Group-financed activities, conducts prevention activities designed to detect and prevent integrity risks, and engages in outreach by developing training programs on integrity-related issues and providing support to the operational divisions within the IDB Group.

What you’ll do:

• Monitor and prioritize the OII Chief’s agenda of activities ensuring effective time management and resolve work program conflicts. Prepare work programs, timelines, and other managerial tools.
• Facilitate communication with external/internal parties, including by drafting and editing correspondence. Respond to queries and provide accurate information.  Follow-up on behalf of supervisor on actions taken by other team members and take independent and substantive actions to process materials received to relevant individuals in the team.
• Support and facilitate the coordination of the OII and the Sanction System joint Annual Report. This includes overseeing the compilation of information from various internal areas, establishing and managing deadlines, liaising with the Sanctions Officer and the Secretary of the Sanctions Committee, and engaging with external design and editing vendors. Ensure the creation of a detailed project timeline, monitor progress, and guarantee the timely distribution of the final report through internal channels to meet Board agenda requirements.
• Coordinate the design and maintenance of OII’s internal and external web pages.
• Assist in the analysis, preparation and management of cross-debarment notices and related documents. This includes coordination with the Sanctions Officer and the Secretary of the Sanctions Committee, as well as cross-referencing information with the Oversight Offices of other MDBs.
• Conduct research upon request for the investigative and/or preventive teams, including tasks in connection with integrity due diligence, and provide background or complimentary information on specific relevant topics. Edit and format documents and emails, proofread internal documents and ensure quality as well as compliance with applicable policies and procedures.
• Provide support in the planning, coordination and execution of meetings with Board members, IDB Group’s Senior Management Teams, and external parties (including outreach events) as well as internal meetings, including staff meetings and trainings. This includes ensuring physical or virtual meeting space is properly set up with presentations and required communication technology (video conferencing, WebEx, Zoom, conference call, etc.).
• Prepare, coordinate and follow-up on travel arrangements. Prepare and process Travel Authorizations and Expense Reports for the Office Chief, as well as provide support to OII´s team with their Mission Notices, Travel Authorizations, and Expense Reports.
• Coordinate with responsible parties to process requests to the Senior Management Committee and/or the Office of Outreach and Partnerships related to participation in outside meetings and conferences when applicable.
• Support Front Office with budget-related activities, including processing of HR as well as Procurement contracts. Provide support in the management of the Knowledge/Learning events database, login/creating activities and managing related registration processes.
• Manage and process Purchasing Card transactions and handle the purchasing of supplies for the office.
• Organize electronic and physical files for easy access and maintain organized physical space of the Office.
• Provide assistance and guidance to OII team on general administrative and work management matters and proactively communicate information that is valuable to colleagues.

What you’ll need

• Education: Bachelor’s degree (or equivalent advanced degree) in Business Administration, Project Management, or other fields relevant to the responsibilities of the role.
• Experience: Between 2 and 4 years of progressive relevant experience. Prior experience working in Project Management is highly desirable.  Knowledge of or interested in anti-corruption/integrity is a plus.
• 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/executive-assistant-consultant-6332