Inter-American Development Bank (IDB)

Secretariat of The Administrative Tribunal (Administrative Support Consultant)

Inter-American Development Bank (IDB)

Job Description

Background of this search: The Administrative Support Consultant will contribute to the work of the Administrative Tribunal by performing office support tasks. She/He will be directly reporting to the Executive Secretary and share miscellaneous responsibilities with other Budget Planning staff. The team’s mission: The Administrative Tribunal of the Inter-American Development Bank Group (Administrative Tribunal), established by the Board of Executive Directors of the IDB in 1981, hears and passes judgment upon any application by which an Employee of the Bank or of the Inter-American Investment Corporation alleges non-observance of his or her contract of employment or terms and conditions of appointment. What you’ll do: The Administrative Support will perform administrative activities such as answering the telephone, typing documentation, planning meetings, writing communications in English and Spanish, and assisting the Tribunal employees as needed. Other activities include mail distribution; photocopying; filing; making travel arrangements and maintaining schedules for principals; ordering supplies, equipment, and services for the office. In addition, the Administrative Support will be involve preparing, organizing, and filing documents and correspondence, reviewing client information to ensure accuracy, analyzing issues, drafting memos and translations. In particular, the Administrative Support will perform the following tasks: Sessions Planning:
  • Assist with the planning and Coordination of logistical and administrative arrangements for hearings, meetings, and sessions in Tribunal proceedings (in Washington, D.C., abroad or online), conferences, seminars, and training workshops.

  • Assist in the preparation of travel logistics for the Executive Secretary and the judges of the Administrative Tribunal.

  • Assist in the search for better estimate quotes from vendors and planning support prior to every event, including hearings, sessions, conferences, seminars, and training workshops, as needed.

  • Reserve rooms and coordinate their set up in accordance with specific requirements (e.g., audiovisual and information technology equipment, court reporting, simultaneous interpretation, live streaming). Liaise directly with Tribunals and parties, as required.

  • Assist with the selection and hiring of vendors (e.g., court reporters, interpreters, translators) and other service providers, in accordance with IDB procurement policies.

  • Assist to coordinate payments after services have been rendered, in accordance with Secretariat roles and IDB policies.

  • Develop detailed checklist and timeline for each event (sessions, hearings, seminars) and track the status of activities to ensure that deadlines are met, and events are carried out smoothly.

  • Prepare judge folder with material for the session in Spanish and English.

  • Coordinate catering services for all Tribunal events, including hearings, sessions, conferences, seminars, and training workshops, as needed.

  • Organize the set-up teleconference and videoconferences with Tribunal and Parties, as needed.

Document and Case Management:
  • Assist in the preparation and distribution of all Tribunal events materials and assist to make arrangements for the display and distribution of Tribunal volumes/materials at all events organized by Tribunal.

  • Maintain an institutional library with materials and records from all sessions/events.

  • Maintain efficient filing systems in Tribunal case Management Systems (Tribunal EzShare, Legal Stratus, and Tribunal webpage), in the case of electronic files, and in Tribunal’s file room in the case of physical files.

  • Ensure that filing systems comply with relevant institutional Tribunal and IDB record retention requirements and best practice procedures.

  • Organize and profile case-related and institutional legal documents and records with proper labeling and metadata by following appropriate standards and legal naming conventions.

  • Create electronic portfolios of legal correspondence and submissions

  • Prepare, format, proofread, and finalize correspondence, legal and other documents, including Tribunal decisions. Provide editing assistance with awards and decisions (e.g., tables of contents, footnotes) and procedural orders in English and Spanish, and ensure that the correct documents are enclosed/attached (including electronic version of the above). Help prepare drafts of documents in cases for review by the Executive Secretary.

  • Assist in the creation of MS PowerPoint presentation materials and other document preparation/formatting tasks when needed.

  • Prepare, send and track courier packages and faxes; answer, screen and channel inquiries received by phone and e-mail.

  • Handle photocopying, and arrange for printing and binding of official documents, including awards and decisions, and review them to ensure that the copies properly conform to the originals.

  • Share miscellaneous responsibilities with Budget Planning staff and undertake other ad hoc duties that may be assigned by the Executive Secretary.

  • File paper and electronic submissions by parties and other case-related documents electronically and in hard copy, ensuring utmost accuracy, organization, and compliance with internal procedures.

  • Create and maintain calendars of deadlines and pending actions for each case and for the Team.

  • Assist with the maintenance of web page and other sources of knowledge management.

  • Prepare advertisement material and internal communication for event such Tribunal Open House and Town Hall, including creating a post event satisfaction Survey.

  • Prepare first draft of presentations, including slides with data Analysis of Tribunal’s jurisprudence.

What you’ll need: Citizenship: You are a citizen of one of our 48-member countries. We may offer assistance with relocation and visa applications for you and your eligible dependents. Consanguinity: You have no family members (up to fourth degree of consanguinity and second degree of affinity, including spouse) working at the IDB Group. Education and Experience: Bachelor’s degree, possibly with some credits in law. A minimum of 5 years of experience, or the equivalent combination of education and experience. We are looking for an individual with experience in international professional services and the ability to work in a fast-paced multi-cultural environment. Experience in a similar role is an asset. Languages: Excellent oral and written English and Spanish, including the ability to draft a variety of legal correspondence and edit basic materials using proper grammar, punctuation and style. Core and Technical Competencies:
  • Knowledge and understanding of IDB and Tribunal mandate and administrative/operational procedures is a plus.

  • Experience working in a tribunal/court environment, legal department of an international or public organization, or a law firm is preferred.

  • Advanced knowledge of MS Word and good knowledge of MS Excel and PowerPoint.

  • Proficiency in advanced functions of IDBG technology packages is a plus.

  • Good knowledge of and demonstrated experience in administrative/operational support functions (e.g., Database Management, knowledge management, task management, document retention/management requirements, etc.) and ability to apply relevant procedures, processes and systems.

  • Ability to consistently deliver timely and high-quality work while handling multiple concurrent assignments, working simultaneously with other Secretariat staff.

  • Skills: Strong attention to details, effective analytical and problem-solving skills, ability to deal sensitively in multicultural environments and build effective working relationships with clients and colleagues, excellent client orientation.

  • Teamwork (Collaboration): Collaborates effectively with other team members and contributes productively to the team’s work and output, demonstrating flexibility, respect for different points of view and drive to complete the overall mission.

  • Responding promptly and effectively in cases where problems may occur.

  • Versatility and adaptability: Able to prioritize and balance multiple tasks, and to identify, prevent and/or solve problems.

  • Open to give and receive constructive feedback.

Opportunity Summary: Type of conract: Consultant full time Length of contract: 6 months Location: Washington, DC. United States of America. Responsible person: Administrative Tribunal Executive Secretary Requirments: You must be a citizen of one of the IDB’s 48 member countries and have no family members currently working at the IDB Group. Our culture: Our people are committed and passionate about improving lives in Latin-America and the Caribbean, and they get to do what they love in a diverse, collaborative and stimulating work environment. We are the first Latin American and Caribbean development institution to be awarded the EDGE certification, recognizing our strong commitment to Gender Equality. As an employee you can be part of internal resource groups that connect our diverse community around common interests. Because we are committed to providing equal opportunities in employment, we embrace all diversity and encourage women, LGBTQ+, persons with disabilities, afro-descendants, and indigenous people to apply. About us: At the IDB, we’re committed to improving lives. Since 1959, we’ve been a leading source of long-term financing for economic, social, and institutional development in Latin America and the Caribbean. We do more than lending though. We partner with our 48-member countries to provide Latin America and the Caribbean with cutting-edge research about relevant development issues, policy advice to inform their decisions, and technical assistance to improve on the planning and execution of projects. For this, we need people who not only have the right skills, but also are passionate about improving lives. Our team in Human Resources carefully reviews all applications. Due to the current Covid-19 pandemic and its implications for our Region, the IDB Group is reviewing its hiring needs and re-prioritizing its areas of talent acquisition. We encourage candidates to continue to apply to the active postings, yet current job openings may be subject to further decisions in terms of timing of the processes, or other actions, in accordance with business needs. Final hiring decisions may also be conditioned to the candidate’s ability to timely relocate to the post of duty at the moment of starting service. Additional Information

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