Administrative Assistant to the Office of Institutional Integrity

4 weeks ago

Washington DC USA, United States myGwork - LGBTQ+ professionals & allies Full time

About This Position

The Office of Institutional Integrity (OII) is seeking a highly motivated and detail-oriented Administrative Assistant to support the Manager, OII Chief, in achieving organizational goals.

As a key member of the OII team, you will be responsible for monitoring and prioritizing the OII Chief's agenda, preparing work programs, timelines, and managerial tools, and facilitating communication with external and internal parties.

You will also be responsible for coordinating the design and maintenance of OII's internal and external web pages, assisting in the analysis, preparation, and management of cross-debarment notices, and conducting research upon request for the investigative and/or preventive teams.

Additionally, you will provide support in the planning, coordination, and execution of meetings with Board members, IDB Group's Senior Management Teams, and external parties, as well as internal meetings, including staff meetings and trainings.

Key qualifications include a Bachelor's degree in Business Administration, Project Management, or a related field, and between 2-4 years of progressive relevant experience. Proficiency in Spanish and English, spoken and written, is required, with additional knowledge of French and Portuguese being preferable.

What You'll Do

  1. Monitor and prioritize the OII Chief's agenda of activities ensuring effective time management and resolve work program conflicts.
  2. Prepare work programs, timelines, and other managerial tools.
  3. Facilitate communication with external/internal parties, including by drafting and editing correspondence.
  4. Respond to queries and provide accurate information.
  5. 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.
  6. Support and facilitate the coordination of the OII and the Sanction System joint Annual Report.
  7. Coordinate the design and maintenance of OII's internal and external web pages.
  8. Assist in the analysis, preparation, and management of cross-debarment notices and related documents.
  9. 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.
  10. Edit and format documents and emails, proofread internal documents, and ensure quality as well as compliance with applicable policies and procedures.
  11. Provide support in the planning, coordination, and execution of meetings with Board members, IDB Group's Senior Management Teams, and external parties, as well as internal meetings, including staff meetings and trainings.
  12. Prepare, coordinate, and follow-up on travel arrangements.
  13. 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.
  14. 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.
  15. Support Front Office with budget-related activities, including processing of HR as well as Procurement contracts.
  16. Provide support in the management of the Knowledge/Learning events database, login/creating activities, and managing related registration processes.
  17. Manage and process Purchasing Card transactions and handle the purchasing of supplies for the office.
  18. Organize electronic and physical files for easy access and maintain organized physical space of the Office.
  19. Provide assistance and guidance to OII team on general administrative and work management matters and proactively communicate information that is valuable to colleagues.

What We Offer

The IDB Group provides benefits that respond to the different needs and moments of an employee's life, including a competitive compensation package, leaves and vacations, health insurance, a savings plan, assistance with relocation and visa applications, hybrid and flexible work schedules, development support, health and wellbeing, and other perks.

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 myGwork - LGBTQ+ professionals & allies

myGwork is a member of the IDB Group and is committed to promoting diversity, equity, inclusion, and belonging in the workplace.

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