Project Assistant, Washington

PROJECT ASSISTANT

Dept: ICF/ICS

Supervisor: Division Chief, Institutional Capacity of the State division (ICS)

Location: Washington, D.C.

Closing Date: October 18, 2011

The Inter-American Development Bank (IADB), an international development organization, is seeking energetic individuals with solid administrative skills and experience to provide high quality assistance in a multi-cultural, multi-lingual environment.

The Project Assistant will provide administrative and technical support to a team of professional staff in the preparation and processing of the Bank's operational and programming documents.

KEY RESPONSIBILITIES:

As a member of a project team, you will:

• Coordinate all activities related to processing operations and KCPs, defining key activities and deadlines in consultation with Team Leader.
• Apply the processes and formats for the documents processing, in accordance with instructions and established timeframes. Determine the activities and their corresponding timeframes with sector specialists, based on project priorities, clients' needs, schedule and budgetary constraints,
• Integrate information provided by specialists into the documents, ensuring accuracy, consistency, and correct formats and references, assuring effective application of Bank's policies and procedures.
• Maintain up to date information in the Bank's systems and databases, reporting deviations from the work plan.
• Follow-up on compliance with established timeframes, identifying factors that could cause delays and keeping project team updated on pending matters.
• Verify that the processes for preparation and approval of the Unit's documents comply with established requirements and dates.
• Process documents independently, coordinating corresponding delivery dates and priority items with the specialists.
• Process and coordinates document approvals for various projects simultaneously, in accordance with established deadlines.
• Develop tools to help specialists adhere to the timeframes for document delivery (e.g., electronic calendars, reports, statistical and trend charts).
• Coordinate contracting of individual consultants and consulting firms, according to Bank's procurement policies and procedures.
• Review documents processed by less experienced assistants, ensuring accuracy and compliance with established processes and dates.
• Attends review and negotiation meeting; prepares meeting reports and aid memoires, and drafts team responses (including corresponding changes into operational documents)
• Coordinate internal and external meetings, as well as operation-related events such as workshops and conferences. Responsibilities include coordination and logistics, overseeing of invitations, venues, contracts, budget payments, material, travels and contacts with prospective speakers and participants, and identifying needs and sources of financing as needed.

JOB REQUIREMENTS

Education: Bachelor's degree in Economics, Business Administration or related field.

Experience: Two to four years of relevant experience. Operational experience required. Proficiency in Bank's standard word processing software, spreadsheet and databases programs, preferred.

Languages: Excellent oral and written command of English and Spanish.

CORE COMPETENCIES:

1. Client Focus & Management
Focuses efforts on achieving business results through understanding and meeting internal and external client and stakeholder needs. Values the importance of providing high-quality customer service, while balancing the interests of the client and the IDB.
2. Innovation & Creativity
Generates innovative and creative solutions to problems that contribute to organizational effectiveness. Tries different and novel ways of approaching work to create added value in the services/products provided.
3. Knowledge Sharing
Actively develops and shares knowledge within and outside own business area. Leverages expertise to improve organizational effectiveness and add value within sphere of influence.
4. Collaboration & Influence
Cooperates with others and encourages teamwork to achieve mutually beneficial results. Gains the support of others for own ideas and initiatives, regardless of formal authority and organizational boundaries.
5. Critical Thinking & Judgment
Uses data, experience, and good judgment to make sound decisions and devise effective solutions to problems. Assesses and manages risk in own work.

6. Communication: Demonstrated ability to express facts and ideas clearly and in an organized manner, both in writing and in speech.

7. Adaptability: Demonstrated ability to handle multiple demands and competing priorities, maintaining composure under stress and pressure.

8. Initiative and Drive for Results: Demonstrated motivation to produce quality work, meet work objectives, initiate and support improvements at work, acting resourcefully in response to work demands and following up on issues.

TECHNICAL COMPETENCIES

Technical Knowledge: Demonstrated proficiency in the use of Bank standard software (Microsoft Office) and specialized operational software; ability to understand and consolidate data.

The IDB offers a competitive benefits and compensation package, including relocation expenses (if applicable).

The IDB is committed to gender equality and encourages women to apply.

We seek diversity also in terms of nationality, ethnicity, race and educational background.

Persons living with disability or HIV/AIDS are equally encouraged to apply.

* The level of responsibilities and grade of the position offered will be commensurate with the background of the selected applicant.