Administrative Coordinator/Senior Administrative Coordinator

The Office of Evaluation and Oversight (OVE)

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.

The Office of Evaluation and Oversight (OVE) evaluates all aspects of the IDB Group’s work. OVE undertakes independent and systematic evaluations of the IDB Group’s strategies, policies, programs, activities, delivery support functions, and systems. It disseminates the evaluations’ findings so that recommendations for improvement can be used in the design, appraisal, and execution of new operations,

providing oversight and support for enhancing the effectiveness of the IDB Group’s evaluation system.

About this position

We are looking for a hardworking, collaborative, proactive, and highly motivated individual to join our team as Administrative Coordinator/Senior Administrative Coordinator.

What you’ll do:

Direct Support to the OVE Director:

• • Organize and effectively manage the Director’s calendar, prioritizing demands and adapting to changing priorities to ensure efficient use of the Director’s time while understanding the IDB’s norms and culture.
  • Organize meetings of the director with key stakeholders, including board members and IDBG management, ensuring that OVE communicates with them efficiently and effectively.

• Independently handle responses to routine requests for information.
• Ensure that the director has all proper documentation in advance of weekly meetings of the Board of Executive Directors and Management committees that the Director must attend.
• Liaise with the members of the Evaluation Community Group as needed to ensure the participation of the Director in periodic meetings and retreats.
• Support the Director 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.
• Guarantee the correct publication and filing of official operational and administrative documents in the Bank’s

repository, ensuring accessibility to all Stakeholders.

• Follow up on matters pending action and independently handle and expedite routine information requests.

Budget, Financial Planning and Accounts Payable:

• Support the processing and general reconciliation of expenses. Ensuring an accurate and timely processing of standalone invoices and Letters of Agreement.
• Identify and manage risks associated with financial plans and contracts and perform financial analyses, forecasts, and contingency plans to accurately support the execution of the budgets and contracts.
• Liaise with the corresponding corporate units (FIN, PRC, ACP) for inquiries, incidents, and general requests.

Human Resources:

• Review all documentation needed for the OVE hiring requests, including individual contractual and consulting firms, compiling the correct information to prepare the files for each contract.
• Understand and implement human resources policies and rules.
• Support the director and the members of OVE’s management team in actively promoting a positive and engaging work environment and teamwork.
• Oversee the compliance of staff time reporting, leave administration, and mandatory courses.

General Services:

• Provide guidance to OVE personnel in administrative matters, including travel, procurement, facilities, and technology accesses, applying policies and procedures appropriately. Stay up to date with all administrative

management functions.

• Participate as a key front office team member in all activities related to administrative processes. Gain knowledge of IDBG’s policies and procedures as needed to be a key OVE resource.
• Help coordinate and supervise the logistics arrangements of meetings and any other events sponsored by OVE, including planning and assigning tasks, managing agendas, and coordinating with internal and external stakeholders.
• Anticipate the needs of goods and administrative services and coordinate purchases following procurement guidelines.

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. Experience with IDB systems is a plus.
• Languages: Proficiency in English required. Additional knowledge of Spanish, French or Portuguese a plus. Spanish is highly desirable so if you are not proficient, we will ask you to commit to learning once you join us, since the skill is essential for long-term success in this role.

Key skills

• Learn continuously
• Collaborate and share knowledge
• Focus on clients
• Communicate and influence
• Innovate and try new things

Requirements

• Citizenship: You are a citizen of one of our 48-member countries. We may offer assistance with relocation and visa applications for you and your eligible dependents.
• Consanguinity: You have no family members (up to the fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB, IDB Invest, or IDB Lab.

Type of contract and duration

• International staff contract, 36 months initially, renewable upon

mutual agreement.

What we offer

The IDB Group provides benefits that respond to the different needs and moments of an employee’s life. These benefits include:

• A competitive compensation package, including an annual base salary expressed on a net-of-tax basis.
• Leaves and vacations: 24 days of paid time off + 8 personal days + sick leave + gender-neutral parental leave.
• Health Insurance: IDB Group provides employees and eligible dependents with a robust medical benefits program that covers medical, dental, vision, preventive care, and prescription drugs.
• Pension plan: defined benefit pension plan that provides financial security and supports employees in

planning for their future.

• We offer assistance with relocation and visa applications for you and your family when it applies.
• Hybrid and flexible work schedules.
• Health and well-being: Access to our Health Services Center that provides employees preventive care and health education.
• Development support: We offer tools to boost your professional profile, such as mentoring, 1:1 professional counseling, training and learning opportunities, language classes, mobility options, among others.
• Other perks: lactation room, daycare center, gym, bike racks, parking, spouse career program, and others.

Our culture

At the IDB Group, we work so everyone brings their best and authentic selves

to work, willing to try new approaches without fear, and where they are accountable and rewarded for their actions.

Diversity, Equity, Inclusion, and Belonging (DEIB) are at the center of our organization. We celebrate all dimensions of diversity and encourage women, LGBTQ+ people, persons with disabilities, Afro-descendants, and Indigenous people to apply.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job interview process. If you are a qualified candidate with a disability, please e-mail us at diversity@iadb.org to request a reasonable accommodation to complete this application.

Our Human Resources Team reviews carefully

every application.

About the IDB Group

The IDB Group, composed of the Inter-American Development Bank (IDB), IDB Invest, and the IDB Lab, offers flexible financing solutions to its member countries to finance economic and social development through lending and grants to public and private entities in Latin America and the Caribbean.

About IDB

The Inter-American Development Bank is devoted to improving lives. Established in 1959, the IDB is a leading source of long-term financing for economic, social, and institutional development in Latin America and the Caribbean. The IDB also conducts cutting-edge research and provides policy advice, technical assistance, and training

to public and private sector clients throughout the region.

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https://www.facebook.com/IADB.org

https://twitter.com/the_IDB

• External Opening Date: Jul 29, 2024
• External Closing Date: Aug 12, 2024
• External Contact Email: hrsc@iadb.org
• External Contact Name: HR Service Center
• Job Field: Technical Support