We improve lives
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 self-motivated and a detail-oriented administrative consultant to provide assistance to the Division Chief, as well as assist in event management and logistics, and other administrative tasks within the Division. As an ideal administrative and events consultant, you will demonstrate capacity to provide managerial support, work in teams, be able to develop creative approaches to everyday administrative and event challenges and have the ability to work well in a fast-paced environment, to multitask, maintain a focus on details, and have superb organizational abilities.
You will work in the Social Protection and Labor Markets Division (SPL) part of the Social (SCL) department. This team is responsible for strengthening social protection systems and labor markets in Latin America and the Caribbean, with a focus on promoting inclusion, access to quality employment, well-being, and autonomy across all stages of lifeโfrom childhood to older age.โ
What youโll do
- Provide strategic executive support to the Division Chief, including administering properly his calendar, prioritizing commitments, coordinating high-level internal and external engagements, and ensuring alignment of the agenda with SPL priorities and IDB organizational practices
- Administer day-to-day logistical tasks for the Division Chief, including scheduling meetings, preparing supporting documents, coordinating travel arrangements and business travel agendas, ensuring timely follow-up on action items and commitments
- Contribute in the organization and preparation of all logistical and documentation requirements for missions, conferences, and events, including processing travel authorizations and expense reports, coordinating visas, arranging domestic and international logistics, and managing post-travel follow-up
- Draft, coordinate, and disseminate internal and external communications โ including confidential correspondence โ promoting information flow, knowledge-sharing, and collaboration across the division
- Assist the front office in the preparation and processing of individual and firm contracts, ensuring all required information is complete, initiating requests in the Bankโs systems, verifying compliance with recruitment and contracting guidelines, and assisting with contract administration throughout the process
- Coordinate vendor creation and provide customer service support on all vendor-related issues, initiate payment processes, and assist with budget allocations, shopping carts, and payment submissions through the Bank systems (SAP, Concur, Ezshare, Convergence, Office 365, etc.)
- Maintain updated contract files and databases, reviewing monthly with team leaders the list of individual and firm contracts expected to be completed by tracking, prioritizing, and responding to all requests and transactions received through the SPL-Invoices mailbox
- Provide high-quality support in the organization of events โ both virtual and in-person โ covering all planning, logistical, and administrative stages. Responsibilities include identifying requirements, scheduling, preparing and monitoring event budgets, and ensuring smooth coordination from planning to delivery
- Coordinate logistics and services for internal and external events (workshops, and trainings), including venue and conference room reservations, audiovisual and catering services, translation and interpretation, travel and hotel arrangements, per diem processing, and participant management. Negotiate with external vendors as needed, ensuring compliance with Bank procedures and quality standards
- Prepare and process related documentation such as letters of agreement, expense reports, and event-related purchases, using the Bankโs official systems and tools and maintain a clear event work plan and checklist to ensure successful execution
What you'll need
- Education: Bachelorโs degree in social sciences, administration, or other fields relevant to the responsibilities of the role.
- Experience: At least 2 years of relevant work experience in an administrative role and organizing workshops of a similar nature.
- Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
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 consultant Full-Time, 12 months (up to 36 months).
What we offer
The IDB group provides benefits that respond to the different needs and moments of an employeeโs life. These benefits include:
-A competitive compensation package.
-Leaves and vacations: 2 days per month of contract + gender-neutral parental leave.
-Health Insurance: the IDB Group provides a monthly allowance for the purchase of health insurance
-Savings plan: The IDB Group cares about your future, depending on the length of the contract, you will receive a monthly savings plan allowance.
-We offer assistance with relocation and visa applications for you and your family when it applies.
-On-site position with the occasional flexibility of teleworking.
-Development support: We offer learning opportunities to boost your professional profile, such as seminars, 1:1 professional counseling, and much more.
-Health and well-being: Access to our Health Services Center that provides preventive care and health education for employees.
-Other perks (country specific): Lactation Room, Daycare Center, Gym, Bike Racks, Parking, spouse career support, and others.
Our culture
At the IDB, we work so everyone brings their best and authentic selves to work while finding their purpose. Our people consistently strive for excellence, and we recognize and celebrate the impact of their contributions.
In our efforts to drive innovation, we intentionally include all voices, cultivate a sense of belonging and champion fairness. We welcome individuals from underrepresented groups to join us and share their unique perspectives.
We ensure that individuals with disabilities are provided reasonable accommodations to participate in the job interview process. If you require an accommodation to complete this application, please email us at accommodations@iadb.org.