The IDB Group is a community of diverse, versatile and passionate people, united to improve lives in Latin America and the Caribbean. Those who work with us find purpose and do what they love most in an inclusive, collaborative, agile and rewarding environment.
About this job:
We are looking for an Operations Assistant consultant to work in Paraguay. As an Operations Assistant, you will collaborate with the project teams in charge of supervising the execution of projects and technical cooperation financed by the Bank for the public sector and IDB Invest; and IDB Lab for the private sector, in all aspects of supporting operational processes to ensure adequate and timely supervision of projects in execution and preparation.
This is what you will do:
Operations management activities:
In coordination with operations analysts, monitor project procurement plans in the SEPA system and register contracts in the PRISM system. Preparation of reports as required.
Maintain a registry and file of officials of the executing units and clients.
Support portfolio reviews carried out between the Bank, the Ministry of Finance and the Executing Agencies, when required.
Updating the office's Intranet page with information related to operations.
Registration of project supervision plans in the Bank's systems.
Operational correspondence management:
Reception, digitization, entry, file classification and assignment of correspondence for action.
Writing notes, assigning check-out, managing participant flow and sending to recipient. Produce inbound and outbound correspondence status reports. Follow-up on pending cases. Administration of permissions to the Bank's filing systems. Backup of archive function.
Hiring processes of individual consultants and consulting firms
For Technical Cooperations, carry out the contracting process for operations executed by the Bank following the Bank's procedures and using the corresponding systems, which includes the registration of the background of the participating firms, preparation of negotiation and contract minutes, as well as collaborating with your payments.
Carry out the hiring processes of individual consultants, the registration of contracts in the Bank's systems and collaboration with payments.
Comprehensive coordination of events, both operational and administrative, and missions
Support in the preparation and confirmation of agendas, preparation of the list of participants, sending of invitations and registration of participants, preparation and sending of letters of agreement, reservation of rooms in the offices of the Representation or other places such as hotels and auditoriums. Coordination of video conferences and training, food services, audiovisual services, transportation, etc.
Budget, accounting allocation and coordination of payments with the filling out of the necessary forms, and coordination with the corporate team of the Representation. When appropriate, accompany events to supervise venue preparation, receive and locate participants, ensure compliance with services, and address any needs that arise during the event.
This is what you need:
Completing the last year of a bachelor's or technical degree in Engineering, Economics, Business Administration, Finance or Accounting/Auditing or related related studies.
At least 2 years of relevant professional experience in administration, management and monitoring of project processes, purchasing management, human resources, contracting and/or finance. Knowledge of basic budgeting and accounting principles, purchasing or contracting processes, and planning and implementing activities or the equivalent combination of education and experience.
Spanish as a native language and ability to read, write and speak in English at an intermediate level