Administrative and event support consultant

About this position

We are looking for a consultant to provide administrative support to the Division to form part of a high performing team and provide support on event management and logistics expertise to events organized by LMK. The ideal candidate should be self-motivated and a detail-oriented individual; have demonstrated capacity to work in teams, be able to develop creative approaches to everyday administrative and event challenges and have the ability to work well in a fast-paced environment, to multitask, maintain a focus on details, and have superb organizational abilities. The consultant will need to have advanced communication and people skills, as he/she will engage with all members of the SCL/LMK team.

LMK promotes dialogues, learning forums, and study tours with member countries, to facilitate knowledge sharing and dissemination of analytical products of the IDB and other organizations, and exchange of lessons learned and best practices inside and outside the region. To deliver top quality technical and operational assistance to its clients, LMK must also invest in training activities for its team. The Division usually organizes a series of seminars, workshops, and other events, sometimes facilitated by own LMK members, other by international experts as needed. These events require logistics and other administrative planning. Likewise, for the division to function properly, it needs a well-managed, proactive, and efficient administrative team that can process contacts -for individuals and firms – as well as different types of payments, manage expense reports and execute budget related activities.

You will work in the Labor Markets and Social Security Division (LMK) part of SCL department. This team strives to advance the goals of poverty reduction, equality of opportunities, and higher productivity through employment services and better training, improved design and reach of social insurance, and better labor market analysis and information. In order to achieve these goals, the IDB currently focuses on dialogue, analytical work and projects in the following four main areas: labor intermediation, skills training, social security and institutional strengthening.

What you’ll do

Coordinate with LMK front office for administrative, procedural, contractual, and logistical aspect of events and all administrative matters, including but not limited to:

• Support the Division in the preparation of contracts (individual and firms).
• Initiate contract processing in Bank systems (individual and firms), reviewing that all necessary information has been provided and ensure the recruitment process follows the Bank’s guidelines as well as helping on the contract administration.
• Process contracts amendments (individual and firms).
• Vendor creation and customer service on any issue related to Vendors.
• Responsible for the initiation of payment process in SAP and Convergence.
• Assist with allocations/uploading budget codes, shopping carts, and payments using Bank systems (SAP, Concur, Ezshare, Convergence, Office 365, etc.).
• Maintain contract files up and to date.
• Maintain updated the division contract databases and review monthly with each team leader the list of contracts (individuals and firms) expected to be completed.
• Serve as back up of the RPA official of LMK.
• Review and ensure Contract and Invoice payment submitted to SCL/LMK Front Office and SCL/SCL.
• Track and attend all requests and transactions from LMK-Invoices mailbox.
• Technical Cooperation various transactions via Convergence system when needed.
• Serve as back-up of the Communications team in the publication process of documents following the Bank’s publication protocol.

Provide high quality support in event organization, including all logistics involved in the planning stage and the delivery of the event, including the following but not limited to:

• Events requirements identification and scheduling including preparation of event budget estimation and execution monitoring.
• Support the LMK learning coordinator and the front Office team in the registration and organization of internal LMK events (brown bag lunches (BBL), workshops, and other internal training events), including reservation of conference room, Webex, catering, etc. Including the use of the official systems of the bank and virtual tools (TEAMS, ZOOM, etc).
• Coordination of services (Hotel, conference rooms, audiovisual support, catering services, translation, interpretation, printing, virtual and physical room setup and assembly, among others, depending on the need) including negotiation with external providers.
• Prepare letters of agreement, travel arrangements, expense reports when needed.
• Preparation of a clear work-plan and checklist follow-up for successful event delivery. (One work-plan and budget per assigned event).
• Coordinate the reservations/purchases for trips, hotels, per diem payments to participants, send invitations, following up on participation, and preparing lists of participants.
• Upload events information to the learning system.
• Support the LMK communications’ team for administrative, procedural, contractual, and logistical aspects.

What you’ll need 

• Education: Technical studies or associate degree, bachelor’s degree preferrable.
• Experience: At least 2 years of relevant work experience.  Experience working in an administrative role and organizing workshops of a similar nature preferred.
• Languages: Proficiency in Spanish and English, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.

Source: https://iadbcareers.referrals.selectminds.com/jobs/administrative-and-event-support-consultant-6143