Front Office Administrative Support Consultant
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 Environmental and Social Solutions Unit (ESG) of the Inter-American Development Bank (IDB) is responsible for ensuring that IDB financed projects and other activities are environmentally and socially sustainable and comply with the Bank’s environmental and social policies.
ESG is seeking an experienced, detail-oriented, proactive, creative, and motivated consultant to work in a fast-paced environment and join a group of environmental and social specialists as part of the ESG Front Office Team supporting the specialists in all their operational and administrative needs.
The ideal candidate needs to possess the ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative and client support, good organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The candidate must have the ability to work independently, with little supervision, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
What you’ll do:
The selected candidate will support ESG with, but not limited to, the following activities:
- Process travel authorizations (TA) requests in the CONCUR system for official missions.
- Support ESG specialists in the guidance for the preparation of their statement of expenses (SOE) in CONCUR.
- Train and guide ESG personnel in matters related to travel.
- Prepare travel projections and reports as needed.
- Prepare and/or update how-to-guides, presentations, and coordinate workshops on different administrative matters.
- Support the budget and contract coordinator on the preparation of contracts, contract amendments, processing invoices, opening work orders, creating/updating vendor information, creating shopping carts, and support technical cooperation transactions.
- Proofread, edit, and format documents as needed, communicating additional requirements to users in a timely manner.
- Support ESG personnel with daily office tasks such as planning meetings, managing calls, maintaining office files, and creating reports and presentations.
- Manage the ESG mailbox and provide time-sensitive responses to inquiries. Manage and coordinate communications with internal and external clients.
- Provide general transaction data to Resource Planner (RPA) for quarterly data analysis and reporting.
- Participate in cross-training activities along with the Front Office team.
- Provide assistance in other ad-hoc activities as needed by the Unit.
- Serve as a back-up to other Front Office team members as needed.
What you'll need:
- Education: Bachelor’s degree (or equivalent advanced degree) in business administration, travel management, international studies, or other fields relevant to the responsibilities of the role.
- Experience: At least 2 years of progressive experience working with multilateral organizations, business administration, or office support activities. Demonstrated interest and experience in the preparation/delivery of tracking systems, planning and logistical support, communications, and working under pressure. Knowledge of ServiceNow, Convergence, CONCUR, and SAP is highly desired.
- Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
- 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.
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 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.
- 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.
- 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 every application carefully.
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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