Administrative Consultant for Water and Sanitation Division

Administrative Consultant for Water and Sanitation Division

Post of duty: Washington, DC

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 team player Administrative Assistant, who will be performing a wide range of administrative functions in events, budget, finance, and corporate matters as well as support event coordination duties.

You will work in the Water and Sanitation Division (WSA) of the Infrastructure and Energy (INE) Department. This team is responsible for conceptualizing, preparing, supporting the execution, and supervising the IDB’s operations related to water and sanitation.

What you’ll do:

• Direct assistance to the Division Chief in all administrative aspects such as agenda management, travel arrangements, visas, etc.
• Clearing and reviewing all documents for signature of the division chief.
• Assist the division on the processing of clearances for external events participation through the Front Office and Secretariat.
• Coordinate logistics for meetings, seminars and events, such as preparation of letters of agreement (LOA) for guests participating in Division organized meetings and seminars or hotel arrangements as necessary.
• Review the operational documentation, to ensure the quality of the final product and ensure compliance with the relevant guidelines according to the Bank's protocols using Convergence programs.
• Support the organization of each division events, which include coordinate logistics (zoom, teams, interpretation), draft content related to the event (invitations, agenda, social media), assist the team during the event, and following-up post-event on any pending issue.
• Provides support to FECASALC, GEF, COMPASS, SIRWASH activities with general administrative matters.
• Prepare memos to request permission for members of the Division to participate in external events that require Bank’s approval, as necessary.
• Support professionals in administrative functions such as: preparation of missions (memoranda, travel authorizations, statements of expenses), letters, filing, preparation of meetings using the Bank's systems.
• Assist in the authorization processes of staff participation in external events, press interviews and the use of IDB logo.
• Process Division’s requests for hiring consultants, as necessary.
• Perform background research as needed including availability of international firms, country profiles and travel risks.
• Assist in the process of publications, which include among others work with external providers in editing, translating and design, responsible of obtaining all approvals necessary, in charge of the process in convergence, and coordinating with KIC/ISU for final publication.
• Provides Front Office support to the Resource Planner with general administrative matters.
• Assist on travel logistics and accommodation of the team and/or special guests as needed.
• Processing of financial requests such as payments, letter of agreements, invoices, vendor requests etc., link them to the appropriate budget accounts to maintain, and organized record.
• Provide support in processing individual consultancy contracts as well as firm contracts requests and follow up on their administration.
• Use systems and tools to generate data and produce reports as needed.
• Assist on the internal organization of archives and files as well as to maintain its updating and organization through the Bank systems.
• Facilities management and technical support (ITE) coordination as requested and needed.
• The activities are part of the position’s main responsibilities; however, they do not exclude additional activities that may be necessary for completing tasks.

  What you’ll need:

  • Education: Associate degree/Technical diploma in Business Administration or any related subject.
  • Experience: Minimum two years of relevant work experience. Having worked at the IDB and having experience in operational, events planning, and administrative support is a plus.
  • Languages: Excellent oral and written command of English and Spanish.

    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.
      • 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:

        • Type of contract: International Consultant Full-Time
        • Length of contract: 12 months.
        • Work Location: On site.

          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 packages.
          • 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.
          • Hybrid and flexible work schedules.
          • Development support: We offer learning opportunities to boost your professional profile such as seminars, 1:1 professional counseling, and much more.
          • Health and wellbeing: Access to our Health Services Center which provides preventive care and health education for all employees.