Office Support Administrative Coordinator

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:

The Office of the Manager of the Social Sector (SCL) is looking for a bilingual office administration professional who can juggle multiple priorities in a fast-paced environment. 

SCL is a multidisciplinary team that invests in people to improve lives and overcome development challenges in the countries we serve in five areas: education, health, and social protection, including social security, labor markets, gender and diversity, and migration.

What you’ll do:

• Organize and effectively manage the Sector Manager’s calendar, daily activities, and travel arrangements, prioritizing demands and adapting to changing priorities to ensure an efficient use of the Manager’s time while understanding the IDB’s norms and culture.
• Support the sector manager 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. The latter includes obtaining travel authorizations and visas, compiling all the information required for business meetings, coordinating logistics at the destination, and handling expense reporting upon the Sector Manager’s return.
• Manage all proper documentation for weekly meetings of the Board of Executive Directors and Management committees where the Manager must assist.
• Serve as liaison between SCL and internal/external stakeholders and independently handle responses to routine requests for information.
• Edit and proofread in English and Spanish and perform quality control of official department communications to internal and external stakeholders.
• Participate as a key front office team member in all activities related to administrative processes. Gain extensive knowledge of the bank’s policies and procedures to act as a key resource for the sector divisions’ front offices.
• Guarantee correct publication and filing in the Bank’s repository of official operational and administrative documents, ensuring accessibility to all Stakeholders.
• Ensure an accurate and timely processing of standalone invoices and Letters of Agreement.
• Responsible for on-time time and labor reporting for the Sector Manager and ensuring the front office complies on time.
• Oversee the tracking of vacation time taken for full-time consultants in the front office.
• Coordinate and supervise, with leadership and autonomy, the logistics arrangements of meetings and any other events sponsored by SCL, including planning, and assigning tasks, managing agendas, and coordinating with internal and external stakeholders.
• Review, supervise, and manage the SCL’s competitive processes for individual contractuals, including verifying of the final contract approved by HRD to guarantee the offer accepted by the contractual.
• Review all documentation needed for the SCL hiring requests, including individual contractuals and consulting firms, compiling the correct information to prepare the files for each contract.
• Follow up on matters pending action and independently handle and expedite routine information requests.

What you’ll need

Education:

• Bachelor’s degree (or equivalent advanced degree) in Administration, 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.

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/office-support-administrative-coordinator-6219