Administrative Assistant Consultant-1800000792
Background: The Research Department (RES) generates new ideas to enrich the knowledge base that supports the policy agenda of the Bank and its member countries in the Latin American and Caribbean region. To maximize the impact of its research, RES carries out activities that serve as inputs to Bank departments, policymakers, the academic community, and public opinion in the Region. The research carried out at RES complements the Bank’s analysis of the economic situation of countries in the Region and supports the review process of macroeconomic sustainability assessments, the preparation of country strategy documents, and various programming activities by the Regional Economic Advisors and country economists. RES also contributes analytical inputs for the IDB’s annual report, the Latin American and Caribbean Macroeconomic report, and other IDB publications, speeches, and presentations.
What you’ll do: The candidate is expected to work closely with the Administration Team and to provide support to the Dissemination and Publications team as needed. Tasks and responsibilities include, but are not limited to:
TRAVEL. Support the coordination and administration of official travel.
Review and process travel documents (travel authorizations and statements of expenses).
Produce and maintain travel budget reports for management review.
Follow KNL travel procedures for external learning events.
CONTRACTING OF CONSULTING SERVICES. Support the hiring process and administration.
Process contracts for signature.
Produce databases with applicants’ information for selection processes.
Process vendor payments.
Process consultant’s contracts.
TIME MANAGEMENT. Assist in administering time reporting by staff and contractuals.
Daily update of data in Outlook calendar (to track time outside the office).
Produce reports for Management review.
DISSEMINATION. Assist in dissemination and publication activities.
Prepare and process letters of invitation.
Provide support with event logistics.
Provide support with shipping and mailing of publications or other documents.
Advice team leaders on administrative procedures.
Perform administrative responsibilities including budget management, monitoring of deliverables and consultant hiring for a determined set of Economic and Sector Work (ESW) and/or Technical Cooperation Operations (TC).
Hyperion creation of sub-WBS for KNL related activities.
GENERAL ADMINISTRATION. Provide support in the following areas:
Office Supplies. Set-up and maintain an inventory; order supplies to ensure timely provisioning; monitor budget and produce reports for Management; maintain a well-organized stock room.
Filing. Assist with improving and updating filing systems (paper and electronic).
Intranet. Update and maintain RES’s Intranet portal (and others) as needed (Welcome Kit for example),
Front Office. Provide general support and serve as backup of the Manager’s Senior Administrative Assistant.
Mailing. Distribute incoming mail and maintain RES’s Stop area organized.
General Support. Provide support with general departmental administrative activities as needed.
Skills you’ll need:
Education: Technical studies or Associate Degree in Administration of related field
Experience: A minimum of two year of professional experience in an administrative position
Languages: Advanced speaking and writing level in English and Spanish.
Core and Technical Competencies: Advanced proficiency in the use of Microsoft Office suite (Outlook, Word, Excel, Access, etc.) and database management for report generation, as well as any other reporting tool. Ability to collaborate and cooperate effectively within a team environment.
Type of contract: Consultant
Length of contract: 12 months
Starting date: August 1st, 2018
Location: IADB Headquarters,Washington, DC, United States of America
Requirements:You must be a citizen of one of the IDB’s 48 member countries and have no family members currently working at the IDB Group.
Our culture: Working with us you will be surrounded by a diverse group of people who have years of experience in all types of development fields, including transportation, health, gender and diversity, communications and much more.
About us: At the Inter-American Development Bank, we’re devoted to improving lives. Since 1959, we’ve been a leading source of long-term financing for economic, social, and institutional development in Latin America and the Caribbean. We do more than lending though. We partner with our 48 member countries to provide Latin America and the Caribbean with cutting-edge research about relevant development issues, policy advice to inform their decisions, and technical assistance to improve on the planning and execution of projects. For this, we need people who not only have the right skills, but also are passionate about improving lives.
Payment and Conditions: Compensation will be determined in accordance with Bank’s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.
Visa and Work Permit: The Bank, pursuant to applicable policies, may submit a visa request to the applicable immigration authorities; however, the granting of the visa is at the discretion of the immigration authorities. Notwithstanding, it is the responsibility of the candidate to obtain the necessary visa or work permits required by the authorities of the country(ies) in which the services will be rendered to the Bank. If a candidate cannot obtain a visa or work permit to render services to the Bank the contractual offer will be rescinded
Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the IDB, IDB Invest, or MIF as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank.
Primary Location: HQ-US-Washington DC
Job Posting: Jun 19, 2018, 4:00:00 AM
Closing Date: Jul 7, 2018, 3:59:00 AM
Contact Name - External: Jobs Online
Contact Email - External: email@example.com