Office Support Consultant (DTC), Washington
Closing Date: Wednesday, 12 February 2014
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ICIM (MEC/MEC)
Defined Term Consultant (DTC)
TERMS OF REFERENCE
I. Background
The Independent Consultation and Investigation Mechanism (ICIM) was created and its policy approved by the Bank's Board of Executive Directors in February 2010. The ICIM Policy establishes an independent forum and process to address complaints from communities or individuals who allege that they are or might be adversely affected by IDB-financed operations due to an alleged non-compliance with its operational policies.
The ICIM is a reflection of the IDB's institutional commitment to accountability, transparency and effectiveness. The ICIM responds directly to concerns raised by communities affected by projects. It functions independently from the IDB's Management, which designs and executes operations and reports directly to the Board.
II. Consultancy Objective(s)
The ICIM is intended to be an accessible, responsive and dynamic institutional resource to address stakeholder's complaints with independence, efficacy and efficiency. The objective of this Defined Term Consultancy (DTC) is to provide support to the Consultation and Compliance Review Phases in specific administrative activities related to the every day office work, under the supervision of the Executive Secretary, in order to maintain and coordinate activities mandated by the MICI's and Bank's Policies, Procedures and Guidelines.
III. Main Activities
The DTC will perform work that requires a combination of office support and technical/professional tasks from non-routine telephone inquiries using knowledge of work program and staff schedules, coordinates meetings, and in charge of the case filing system. He/She will be responsible for the following activities in support of the Project Ombudsperson and the Panel Chairperson:
- · Heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
- · Communicate and handle incoming and outgoing electronic communications on behalf of the Consultation and Compliance Review Phases as needed
- · Interact with the Consultation and Compliance Review teams in a continuous basis
- · Maintain the IDBdocs archives for the Mechanism update and according to standards
- · Provide administrative support in relation to the case tracking system
- · Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
- · Arrange travel schedule and reservations for the members of the Consultation and Compliance Review Phases as needed in coordination with Secretariat staff
- · Ensure case documentation is filed as per MICI Secretariat and Bank standards
- · Perform search of Bank documentation as needed
- · Assist in writing and editing of notifications
- · Perform non-routine telephone inquiries promptly and efficiently
- · Other administrative activities that may be deemed necessary by the Executive Secretary
The Consultant shall maintain a daily Time and Labor reporting sheet to be submitted fortnightly with invoice, as well as submission of monthly activity reports.
V. Schedule of Payments
Salary and benefits will be in accordance with applicable rules to DTCs and based on the Consultant's academic and related work experience.
VI. Coordination
The DTC will work under the supervision of the Executive Secretary. He/she is obligated to maintain excellent working relations with every other member of the Mechanism.
VII. Characteristics of the Consultancy
7.1 Type of Consultancy
This is a monthly Defined Term Consultancy assignment to be filled by a professional according to the qualifications described below.
7.2 Duration:
This assignment will be full-time for a period of 24 months, starting March 16th, 2014 and may be extended subject to performance and budgetary situation up to the maximum limit established for DTC in the Complementary Workforce Employees Policies and procedures.
7.4 Place of Work: IDB HQ.
Qualifications
We are seeking a dynamic professional with an Associate Degree and four years of relevant experience or a BA degree and two years of relevant experience. The selected candidate will require the following competencies to perform his/her duties effectively
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important
- Knowledge of IDB functional and business unit policies and procedures in order to apply them effectively to work products and processes
- Organize and effectively manage supervisor's calendar, daily activities and travel arrangements.
- Knowledge of IDBDOCS and GoPro, two of the programs used to maintain the case filing and case tracking systems.
- Communicate effectively orally and in writing with diverse audiences and exhibit a professional presence through clear and respectful communication.
- Effectively gather, analyze, synthesize and report information and organize and store documents and information to ensure accessibility
- Operate relevant office equipment and technology and use relevant desktop and IDB-specific software applications to perform work.
- Anticipate and meet the needs of internal and external clients and colleagues.
- Demonstrate professionalism when interacting with clients and colleagues, respond to requests promptly and resourcefully to deliver high quality service.
- Good command of English and Spanish is required and knowledge of other Bank language desirable
Payment and Conditions of Employment:
If the work will be carried out at Bank headquarters in Washington D.C., remuneration will be determined in accordance with Bank regulations and criteria. The Bank will additionally contribute toward travel and moving expenses, if applicable. If a candidate is not a citizen or resident of the United States, the Bank will apply for a G-IV visa from the consulate of the United States in the candidate's country of origin. If a candidate cannot obtain a visa to work at the IDB the contractual offer will be rescinded.
Individuals with relatives working for the IDB within and including the fourth degree of consanguinity and the second degree of affinity are not eligible. This includes staff members and consultants. Candidates must be citizens of a member country of the Inter-American Development Bank.
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