Front Office Support Consultant
3 months ago
**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 Risk Management (RMG) is seeking the services of a dynamic, proactive, and energetic individual with excellent communication and administrative skills and experience to provide support with various aspects of the planning and administration activities of the Department.
The Front Office Support Consultant will work principally with the RMG Front Office team, in coordination with the Chief Risk Officer’s Assistant and Administrative Coordinator and the Resource Planning and Administration (RPA) Team of RMG, on important functions such as providing timely administrative, technical, and operational support in a variety of areas, as further detailed below.
**What you’ll do**:
**Office Administration Support**
- Collaborate with the CRO’s Assistant on the day-to-day tasks to effectively support the CRO and the RMG Principal Technical Leaders, managing agendas and preparing any documentation and/or logistics required for meetings as needed, bringing proactive efficiencies when able.
- When required, function as a back-up to the CRO’s Assistant and the RMG Resource Planning and Administration Team.
- Monitor, track, and support the management of the Office’s Outlook mailbox and calendar, preparing and distributing official communications internally or externally, as required, ensuring that communications from the Department are disseminated on a timely basis and in coordination with the RMG Principal Technical Leaders.
- Assist, in a timely manner, in the preparation and submission of documents and presentations for appropriate internal review of operational committees under the responsibility of RMG, going to Management or to the Board of Executive Directors.
- Prepare and process travel authorization requests and expense reports, managing and ensuring compliance with all IDB travel regulations prior to travel, and through travel completion, coordinating all budget aspects with the RPA Team.
- Process requests for access to Bank systems and manage the validation of annual recertification.
- Be able to work effectively and deliver tasks in a timely manner, under the limited supervision of others, and in compliance with all Bank policies and procedures.
**Resources Administration Support (in coordination with the RPA Team)**
- Support the processing of the Department’s administrative payments and keep corresponding records in accordance with the terms of the contracts, following up with requests for payments, among others.
- Support the contracting and onboarding processes of new employees, including the timely coordination with ITE for the set-up of new user accounts, preparing the welcome messaging for incoming team members, guiding new employees with important procedures related to time reporting and office functioning upon arriving to the team, among others.
- Collaborate, as needed, with the execution of the Office of Risk Management Diversity and Inclusion plan, as well as the Risk Awareness strategy.
- Assist in the execution of the annual departmental training plan.
**Communication and Event Coordination**
- Provide back-up support in the development and maintenance of the Office of Risk Management’s internal website, including developing new material, creating new pages, keeping content up to date (events, news, highlights, etc.), among others.
- Provide event management support for special meetings, conferences, training workshops, retreats and other events sponsored by the Office of Risk Management.
- Coordinate and ensure all logistics for RMG events and meetings are in place, including but not limited to, conference room reservations, preparation of relevant technical equipment and catering, when needed, by liaising with the appropriate Bank units.
- Prepare and submit clearance requests following IDB guidelines for participation of employees to external events.
**What you'll need***
- **Education**: Bachelor’s Degree and two years of relevant professional experience, or the equivalent combination of education and experience in Business Administration, Finance, or related areas.
- **Experience**: At least two years of relevant professional experience, some of which would preferably have been in areas related to general business administration.
- **Languages**:Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
**Key skills**
- Proven experience in an administrative front office setting, or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience/knowledge with the following Bank systems is a plus: Concur, SAP, Sharepoint, Service N
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