Assistant Consultant to the Chief Operations Officer – Institutional Relations

tendersglobal.net

JOB DESCRIPTION Improving lives

The IDB Group is a community of diverse, versatile, and passionate people united in a journey to improve the lives of people in Latin America and the Caribbean. Our employees find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.

About this position

We are seeking an event assistant at the IDB Country Office in Brazil. In this role, you will support the Head of Operations in planning, organizing, executing, and monitoring meetings, events, and activities in which the Bank participates, as well as providing administrative support and meeting internal client demands with quality and efficiency.

You will work in the CSC/CBR operational area. This team is responsible for guiding, promoting, and supporting the planning, management, and development of financial and human resources in the implementation of services and processes. Under the supervision of Management, the Assistant will provide operational support with the expected quality and efficiency.

What will you do?

• Provide support with administrative matters such as phone calls, scheduling, and scheduling with government agencies, among others;
• Translate or review small documents Portuguese>Spanish>English, when necessary;
• Write letters, emails or communications, as well as prepare MS PowerPoint presentations at the request of the Head of Operations.
• Assist in planning and organizing the ceremonial aspects of the institution for meetings organized by the Head of Operations;
• Support the preparation of executive summaries, programs and minute-by-minute scripts;
• Organize the agenda, invitations and summary of the biweekly coordination meetings with the operational team (One VPC meeting) and the experience and knowledge exchange meetings (One VPC knowledge), among others.
• Assist in gathering key indicators to measure the efficiency of services provided by parties involved in holding meetings and events;
• Work with the travel agency with which the IDB has a contract in all procedures related to the Operations Chief's travel: requesting/changing/cancelling tickets, national and international accommodations and accounting reports (SOEs);
• Operate all BID systems related to the activities performed: SISCOR, ezShare; Convergência, Concur, Service Now, PRISM, Self Service, LAMA, Business Partner Portal and those that are in force at the time;
• Keep workspaces and documentation (physical and/or virtual) under your responsibility organized and ensure that the material resources necessary for work activities are available.
• Prepare the agenda for the Annual Operational Workshops and Operations Day, as well as monitor logistical aspects, prepare reports and follow up on agreements.
• Act as a "Back up" for the Representative's Assistant in their eventual absences
• Develop other activities compatible with the responsibilities of the position, supporting the demands of the area whenever necessary.

What you will need

• Education: Degree in International Relations, Executive Secretarial, Administration, Events or other fields relevant to the responsibilities of the position.
• Experience : At least 2 years of relevant professional experience. Proficiency in the Microsoft Office suite (use of all Outlook and Office tools)
• Languages : Fluent Portuguese. Proficiency in Spanish and/or English is a plus.

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.

Contract type and duration

• Type of contract: Full-Time National Consultant.
• Duration : 12 months.
• Work location: On site – Brasília – DF.

What we offer

The IDB Group offers benefits that meet the different needs and stages of an employee's life. These benefits include:

• A competitive compensation package
• Leave and vacation: 2 days per contract month + gender-neutral parental leave
• Health Insurance: The IDB Group provides a monthly subsidy for the purchase of health insurance
• Savings Plan: The IDB Group cares about your future. Depending on the length of your contract, you'll receive a monthly subsidy from the savings plan.
• Hybrid and flexible work schedules
• Health and Wellness: Access to our Health Services Center, which offers preventative care and health education for all employees.
• Development support: We offer learning opportunities to enhance your professional profile, such as seminars, 1:1 career coaching, and more.

Our culture

At the IDB Group, we strive to ensure that everyone brings their best and most authentic selves to their work, willing to experiment with new approaches without fear and where they are accountable and rewarded for their actions.

Diversity, Equity, Inclusion, and Belonging (DEIB) are at the core of our organization. We celebrate all dimensions of diversity and encourage women, LGBTQ+ individuals, people with disabilities, people of African descent, and Indigenous people to apply.

We will ensure that individuals with disabilities receive reasonable accommodations to participate in the job interview process. If you are a qualified candidate with a disability, please email (emailprotected) to request reasonable accommodation to complete this application.

Our human resources team carefully reviews each application.

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