Senior Administrative Assistant, Infrastructure and Energy Division

Job Posting Organization:
IDB Invest is the private sector arm of the IDB Group, dedicated to supporting the sustainable development of Latin America and the Caribbean through private sector initiatives. Established to finance, structure, and mobilize capital for projects that foster economic growth and resilience, IDB Invest operates in 26 countries across four geographic regions and three industry verticals: Infrastructure and Energy, Financial Institutions, and Corporates. With a capitalization of $3.5 billion from its shareholders, IDB Invest is enhancing its capacity to mobilize private capital and scale development impact, thereby strengthening its ability to originate high-quality assets and structure innovative financial solutions.

Job Overview:
The position of Senior Administrative Assistant within the Infrastructure and Energy Division (IEN) is crucial for providing comprehensive administrative and project-related support. The IEN division is responsible for leading operations in transport, water and sanitation, energy, and social infrastructure across various regions. The selected candidate will be expected to manage operational documentation, maintain project records, coordinate meetings, and engage with stakeholders effectively. This role requires a proactive approach to monitoring project milestones, supporting procurement processes, and ensuring compliance with institutional policies. The candidate will also leverage digital tools for data analysis and reporting, enhancing operational efficiency and contributing to the overall success of the division's projects.

Duties and Responsibilities:
The Senior Administrative Assistant will undertake a variety of duties including:

• Supporting project teams by preparing, formatting, and distributing operational documentation such as non-objection letters and project briefs.
• Coordinating administrative aspects of operational milestones, including meetings and approvals, and following up on pending actions.
• Maintaining project and operational records in corporate systems, ensuring proper filing and archiving of documentation.
• Managing calendars and appointments for the Managing Director, assisting with travel arrangements, and coordinating meetings and events.
• Serving as the focal point for procurement processes, including contract processing and modifications.
• Performing accounts payable and receivable tasks, coordinating payments, reimbursements, and vendor registrations.
• Keeping records of travel and project-related activities, maintaining internal databases, and compiling metrics for reporting.
• Supporting data analysis using tools like Excel and Power BI, and leveraging AI tools to enhance operational efficiency.

Required Qualifications:
Candidates must possess an Associate degree or equivalent in Business Administration, Finance, Human Resources, Management, Information Systems, or related fields. Additionally, at least 4 years of relevant experience in a similar role is required. Proficiency in both Spanish and English, spoken and written, is mandatory for this position.

Educational Background:
The educational requirement for this position is an Associate degree or an equivalent qualification in fields relevant to the responsibilities of the role, such as Business Administration, Finance, or Management. This educational background is essential to ensure that the candidate has the foundational knowledge necessary to perform the duties effectively.

Experience:
The position requires a minimum of 4 years of relevant experience in roles that involve similar responsibilities and attributes. This experience should ideally include administrative support, project management, and familiarity with operational processes within an organizational context.

Languages:
Proficiency in Spanish and English is required, both spoken and written. This bilingual capability is essential for effective communication within the organization and with stakeholders across Latin America and the Caribbean.

Additional Notes:
The position is offered as an international staff contract for an initial duration of 36 months, with the possibility of renewal upon mutual agreement. The IDB Group provides a competitive compensation package, including a comprehensive benefits program that covers health insurance, a defined benefit pension plan, and generous leave policies. Employees also have access to various professional development opportunities, health services, and workplace amenities. The role is primarily on-site, with occasional flexibility for teleworking. Candidates must not have family members working at IDB, IDB Invest, or IDB Lab to meet the consanguinity requirement.