Executive Assistant Consultant

This inclusive employer is a member of myGwork – the largest global platform for the LGBTQ+ business community.

Post of duty: Washington D.C.

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

The Office of Institutional Integrity (OII) is looking for an Administrative Assistant to report directly to the Manager, “OII Chief” or “Office Chief” and to work collaboratively within and outside the OII team to achieve organizational goals.

You are self-motivated and have demonstrated capacity to work in teams. You can develop creative approaches to everyday challenges, prioritize and identify the most pressing matters and work in a coordinated fashion in a fast-paced environment while maintaining a focus on details, discretion, and a positive attitude. You are inspired by the objective of fighting corruption and increasing transparency.

The team: OII is an independent office of the Inter-American Development Bank (IDB) that plays a key role in leading the IDB Group’s integrity efforts. The Office investigates information in connection with prohibited practices in IDB Group-financed activities, conducts prevention activities designed to detect and prevent integrity risks, and engages in outreach by developing training programs on integrity-related issues and providing support to the operational divisions within the IDB Group.

What You’ll Do

1. Monitor and prioritize the OII Chief’s agenda of activities ensuring effective time management and resolve work program conflicts. Prepare work programs, timelines, and other managerial tools.
2. Facilitate communication with external/internal parties, including by drafting and editing correspondence. Respond to queries and provide accurate information. Follow-up on behalf of supervisor on actions taken by other team members and take independent and substantive actions to process materials received to relevant individuals in the team.
3. Support and facilitate the coordination of the OII and the Sanction System joint Annual Report. This includes overseeing the compilation of information from various internal areas, establishing and managing deadlines, liaising with the Sanctions Officer and the Secretary of the Sanctions Committee, and engaging with external design and editing vendors. Ensure the creation of a detailed project timeline, monitor progress, and guarantee the timely distribution of the final report through internal channels to meet Board agenda requirements.
4. Coordinate the design and maintenance of OII’s internal and external web pages.
5. Assist in the analysis, preparation and management of cross-debarment notices and related documents. This includes coordination with the Sanctions Officer and the Secretary of the Sanctions Committee, as well as cross-referencing information with the Oversight Offices of other MDBs.
6. Conduct research upon request for the investigative and/or preventive teams, including tasks in connection with integrity due diligence, and provide background or complimentary information on specific relevant topics. Edit and format documents and emails, proofread internal documents and ensure quality as well as compliance with applicable policies and procedures.
7. Provide support in the planning, coordination and execution of meetings with Board members, IDB Group’s Senior Management Teams, and external parties (including outreach events) as well as internal meetings, including staff meetings and trainings. This includes ensuring physical or virtual meeting space is properly set up with presentations and required communication technology (video conferencing, WebEx, Zoom, conference call, etc.).
8. Prepare, coordinate and follow-up on travel arrangements. Prepare and process Travel Authorizations and Expense Reports for the Office Chief, as well as provide support to OII´s team with their Mission Notices, Travel Authorizations, and Expense Reports.
9. Coordinate with responsible parties to process requests to the Senior Management Committee and/or the Office of Outreach and Partnerships related to participation in outside meetings and conferences when applicable.
10. Support Front Office with budget-related activities, including processing of HR as well as Procurement contracts. Provide support in the management of the Knowledge/Learning events database, login/creating activities and managing related registration processes.
11. Manage and process Purchasing Card transactions and handle the purchasing of supplies for the office.
12. Organize electronic and physical files for easy access and maintain organized physical space of the Office.
13. Provide assistance and guidance to OII team on general administrative and work management matters and proactively communicate information that is valuable to colleagues.

What You'll Need

1. Education: Bachelor’s degree (or equivalent advanced degree) in Business Administration, Project Management, or other fields relevant to the responsibilities of the role.
2. Experience: Between 2 and 4 years of progressive relevant experience. Prior experience working in Project Management is highly desirable. Knowledge of or interested in anti-corruption/integrity is a plus.
3. Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

Key Skills

1. Learn continuously.
2. Collaborate and share knowledge.
3. Focus on clients.
4. Communicate and influence.
5. Innovate and try new things.

Requirements

1. Citizenship: You are a citizen of one of our 48-member countries.
2. 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

1. Type of contract: International Consultant Full-Time.
2. Length of contract: 9 months.
3. 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:

1. A competitive compensation package.
2. Leaves and vacations: 2 days per month of contract + gender-neutral parental leave.
3. Health Insurance: the IDB Group provides a monthly allowance for the purchase of health insurance.
4. Savings plan: The IDB Group cares about your future, depending on the length of the contract, you will receive a monthly savings plan allowance.
5. We offer assistance with relocation and visa applications for you and your family when it applies.
6. Hybrid and flexible work schedules.
7. Development support: We offer learning opportunities to boost your professional profile such as seminars, 1:1 professional counseling, and much more.
8. Health and wellbeing: Access to our Health Services Center which provides preventive care and health education for all employees.
9. Other perks: Lactation Room, Daycare Center, Gym, Bike Racks, Parking, 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 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

We work to improve lives in Latin America and the Caribbean. Through financial and technical support for countries working to reduce poverty and inequality, we help improve health and education and advance infrastructure. Our aim is to achieve development in a sustainable, climate-friendly way. With a history dating back to 1959, today we are the leading source of development financing for Latin America and the Caribbean. We provide loans, grants, and technical assistance; and we conduct extensive research. We maintain a strong commitment to achieving measurable results and the highest standards of integrity, transparency, and accountability.

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Additional Information

1. External Opening Date: Aug 5, 2024
2. External Closing Date: Aug 20, 2024
3. External Contact Email: hrsc@iadb.org
4. External Contact Name: HR Service Center
5. Job Field: Technical Support