Office Administration Consultant

The IDB Group is a community of diverse, versatile, and passionate people who come together to improve lives in Latin America and the Caribbean. Our people find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment.

About the role

Effective administration and resource planning are essential to the smooth operation of IDB offices and their coordination with headquarters. The Office Administration Consultant will ensure efficient internal operations, process compliance, efficient day-to-day functioning, sound resource management, and smooth coordination with internal and external stakeholders. The objective of this role is to provide comprehensive administrative, planning, and logistical support to the Miami Office. The role spans administrative management, budgeting, procurement support, and operational coordination.

Responsibilities

• Support Miami Office leadership by managing agendas, coordinating missions, scheduling meetings, and preparing briefing materials.
• Maintain effective communication between the Miami Office, units at Washington, D.C. headquarters, and local partners.
• Oversee daily office operations, logistics, maintenance, and service provision, ensuring compliance with IDB Group policies, procedures, and building requirements and regulations.
• Manage service contracts, vendor coordination, administrative processes, internal controls, record-keeping, and audit recommendations.
• Under the coordination of the EXC Front Office, lead the office’s budget processes and monitor execution, including expenditure tracking and reporting.
• Conduct financial and moderately complex technical analyses or research to support planning and the efficient use of funds.
• Apply solid knowledge of budget methodologies, processes, and contract management procedures.
• Support local procurement processes in coordination with the EXC Front Office, including consultant contracting and onboarding, acquisition of goods and services, documentation, and coordination with headquarters.
• Coordinate logistical arrangements for events, workshops, missions, and high-level visits, including travel, facilities, security, and administrative services, while adapting positively to changing requirements and priorities.

Requirements

• Master’s degree (or equivalent advanced degree) in Business Administration, Economics, HR, or other fields relevant to the responsibilities of the role.
• At least 5 years of progressive experience in office administration, resource planning, or operations management, preferably within international organizations. Familiarity with procurement, budgeting, and internal control systems is a plus.
• Proficiency in English and Spanish, spoken and written, is required. Additional knowledge of French and Portuguese is preferable.
• 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, IDB Invest, or IDB Lab.

Type of contract and duration: International consultant, Full-Time, 12 months (up to 48 months, subject to eligibility).

Benefits

• A competitive compensation package.
• Leaves and vacations: 2 days per month of contract + gender-neutral parental leave.
• Health Insurance: The IDB Group provides a monthly allowance to supplement the purchase of health insurance.
• Savings plan: The IDB Group cares about your future; depending on the length of the contract, you will receive a monthly savings plan allowance.
• Assistance with relocation and visa applications for you and your family when applicable.
• On-site position with the occasional flexibility of teleworking.
• Development support: Learning opportunities to boost your professional profile, such as seminars, 1:1 professional counseling, and much more.
• Health and well-being: Access to our Health Services Center that provides preventive care and health education for employees.
• Other perks (country-specific): Lactation Room, Daycare Center, Gym, Bike Racks, Parking, spouse career support, and others.

Our culture

At the IDB, we work so everyone brings their best and authentic selves to work while finding their purpose. Our people consistently strive for excellence, and we recognize and celebrate the impact of their contributions. In our efforts to drive innovation, we intentionally include all voices, cultivate a sense of belonging, and champion fairness. We welcome individuals from underrepresented groups to join us and share their unique perspectives. We ensure that individuals with disabilities are provided reasonable accommodations to participate in the job interview process.