Resource Planning and Administration Specialist

Kingston, Jamaica (local hire)

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

We are looking for a dynamic and innovative Resource Planning and Administration (RPA) Specialist. In this role, you will be overseeing and performing a wide range of general administrative functions in human resource management, budget and contract management, change management and overall service orientation.

You will work in our Country Office in Jamaica, which is part of the Country Caribbean Department (CCB). The team is responsible for the promotion and development of Bank country strategies and programming; as well as knowledge and capacity-building work that contribute to the country dialogue in the region. The department supports the processing, negotiation, and administration of regional and country specific projects and programs; leading and maintaining the relations of the IDB with member countries; promoting and coordinating the use of the funds administered by the Bank or under parallel financing agreements.

What you’ll do:

Working under the moderate supervision of the IDB Representative in Jamaica and the Resource Planning and Administrative Officer in Headquarters, you will:

Human Resource Management:

• Develop human resource strategies and plans to optimize the capabilities of the Country Office, in alignment with the business needs.
• Manage and effectively execute human resource policies and advise the Representative on issues related to recruitment, promotion and mobility, amongst others.
• Guide and facilitate human resource actions and activities, such as recruitment, onboarding and offboarding, performance management, learning and recognition programs, engagement, diversity and inclusion, and other related activities in the Country Office.
• Advise personnel on HR policies and processes. Guide retired staff of the Bank in the country on these issues.
• Provide guidance on national labor, tax laws and regulations, rights, privileges, and immunities of the IDB Group and its employees in accordance with the agreement signed between the IDB Group and national authorities of Jamaica.
• Liaise with entities such as the Ministries of Foreign Affairs, Finance and Customs, among others (universities, firms of outsourced staff, etc.) to manage services required by the Country Office and its officials.
• Contribute to the design and delivery of the departmental Knowledge, Innovation and Communications (KIC) Plan. Coordinate training and knowledge actions and activities as needed.
• Provide technical guidance to administrative employees.

Budget and Contract Management:

• Coordinate and monitor the business plan and prepare and monitor the annual budget to anticipate and communicate deviations in a timely manner.
• Develop and analyze the strategic planning, execution, and monitoring of all Country Office financial resources, including identification of needs for goods and administrative services, and preparation of reports for management review and decision making.
• Implement internal controls to mitigate risk in ensuring the correct accounting of income and expenses, the management of the revolving fund, and ensure that payments are within the established standards, along with overseeing critical month-end and year-end budget closing activities.
• Advise Management on budget and financial-accounting policies and procedures.
• Be responsible for corporate procurement, including the process of planning, bidding, execution and analysis of contracts to improve operational efficiency and minimize financial risks.

Change Management and Business/Workflow Process Improvement:

• Contribute to the identification of opportunities to improve the efficiency of the Country Office and support the review and design of internal procedures and client-oriented guidelines, ensuring alignment with the Bank’s administrative policies and procedures.

Service Orientation:

• Coordinate tasks related to corporate matters including procurement, travel, corporate facilities management, corporate social responsibility, security and business continuity, records management, and information technology.
• Propose and monitor the implementation of an annual program of preventive maintenance and replacement of fixed assets. Periodically monitor the optimal operation of the facility.
• Contribute to the coordination of events, seminars, and annual retreats including logistics, invitations, venue, catering services, and the publication and dissemination of event materials.