Inter-American
Development Bank (IDB) | 1300 New York Avenue, N.W. | Washington, D.C.
20577, USA | Tel: (202) 623-1000 | Fax: (202) 623-3096
USA
KNL/KNL
Logistic Support for Knowledge and Learning Events - Temporary Term Contractual (TTC)
TERMS OF REFERENCE
Background
Established in 1959, the Inter-American Development Bank ('IDB' or
'Bank') is the main source of financing for economic, social and
institutional development in Latin America and the Caribbean. It
provides loans, grants, guarantees, policy advice and technical
assistance to the public and private sectors of its borrowing countries.
Within the IADB, the Knowledge and Learning Sector (KNL) is responsible for:
- Designing
and developing, in cooperation with the Bank's units, face-to-face,
online and blended training and learning activities for employees and
strategic partners in Latin America and the Caribbean..
- Facilitating
the creation, documentation, dissemination and use of state-of-the-art
knowledge within the Bank and with partners in the region to produce
services of high quality.
- Promoting knowledge alliances and exchanges within the Bank and with development partners in the region.
- Acquiring and facilitating access to knowledge that supports the Bank's work, through the Felipe Herrera Library.
Within KNL, the Client Relations Group is integrated by a team of
Business Partners and Logistic responsible for providing a seamless and
comprehensive service to address the knowledge and learning needs and
gaps of IDB's organizational units.
The Business Partner (BP)
serves as the main client interface between KNL and their respective
organizational units. The BPs is a highly specialized group of
professionals with a clear understanding of the strategic objectives,
business goals and operational priorities of their clients. BPs work
with clients to support the design, implementation and evaluation of
diverse solutions.
Consultancy objectives
The Logistic team provides expertise in the organization and delivery
of knowledge and learning events. Working in close collaboration with
the BPs, and using market practices, they offer recommendations and
provide a variety of services that support a good learning experience
based on client's logistics requirements.
Main activities
The candidate is expected to support the Knowledge and Learning Sector,
in the following work areas: 1. Provide technical support in the
logistic preparation and delivery of face to face events, contributing
with services of high quality to fulfill the strategic objectives of the
Sector. The activities to be performed may include the following:
- Events scheduling.
- Events requirements identification.
- Preparation of event budget estimation and execution monitoring.
- Coordination
of services (Hotel, conference rooms, audiovisual support, catering
services, translation, interpretation, printing, room setup and
assembly, among others)
- Negotiation with external providers.
- Communications (internal and external).
- Events onsite support.
- Participants attendance monitoring and registration.
- Verification of services invoiced.
2. Coordinate internal resources and third parties/vendors for the flawless execution of projects/events.
3. Ensure that all events are delivered on-time, within scope and within budget
4. Manage changes to the event scope, schedule, and costs.
5. Anticipate and mitigate risks associated to the planning and delivery of events.
6. Report and escalate to supervisor as needed.
7. Establish and maintain relationships with third parties/vendors.
8. Successfully manage the relationship with the client and all stakeholders.
9. Demonstrate flexibility in satisfying customer demands in a high volume, production environment.
10. Provide procedural and/or task guidance to more junior employees, coordinate team member activities.
11. Effectively uses IDB tools and methodologies.
12. Upload events information to the learning system.
13. Send event's evaluations to the participants.
14. Identifies opportunities to improve tools and methodologies in technical area.
15. Works under limited supervision.
16. Examine existing standards, policies and procedures, define areas
requiring standards, policies or procedures and develop processes that
will contribute to achieving goals.
17. Perform other duties as assigned.
- Academic Degree/ Level & Years of Professional Work Experience:
Bachelor's degree in areas related to Hospitality Management, Business
Administration, Project Management or related areas. Master degree in
any of those areas is a plus. A minimum of three (3) years of
professional experience in event management or project management.
- Languages : Advanced, writing and speaking, command of English and Spanish is a plus.
Competencies
Core Competencies
- Collaboration,
Teamwork and Inclusion: Works cooperatively with others independent of
background (e.g., gender, ethnic origin, religion, disability, sexual
orientation, background, perspective) or organizational role, and takes a
team-based and inclusive approach to projects and decision making.
- Innovation and Creativity: Develops imaginative ideas and solutions through creativity, experimentation and critical thinking.
- Communication and Influence: Communicates effectively and leverages relationships and strategies to influence others.
- Client
Focus: Understands client needs and provides services that meet their
expectations for quality and performance; meets the Bank's expectations
for ethical behavior
Technical Competencies
- Policies,
Procedures & Systems: Demonstrates thorough knowledge of Bank
functions and relevant Bank and/or Board policies and procedures and
ability to apply or update them as appropriate.
- Business
Acumen: Demonstrates understanding of the IDB's business environment and
client business needs and challenges. Applies knowledge of the business
to accomplish goals and to make sound and effective decisions that add
value to the organization.
- Client Management: Builds
client relationships through collaboration, customer oriented approach
and ability to provide useful expertise and value. Establishes role as
trusted advisor by knowing, applying and advocating sound advice in
functional area of expertise.
- Domain Knowledge: Applies deep
professional and technical knowledge, skills and expertise within own
functional domain (e.g. Protocol, Bank Governance, Travel, General
Services, Facilities/Security, Records Management, Procurement) to job
tasks and challenges of working in a diversified functional environment.
Stays current on best practices in own functional domain.
- Business
Process and Workflow Improvement: Analyzes and improves efficiency and
effectiveness of business processes and workflows through process
refinement and innovation.
- Measurement and Analytics: Analyzes
data and trends to identify, diagnose and solve problems and make
appropriate recommendations or interventions to improve services or
business results. Establishes key metrics and monitors progress towards
objectives.
- Project Management: Establishes objectives, tasks,
responsibilities and timelines for the on-time and on-budget completion
of projects, and effectively manages execution of such projects.
- Budget
& Contract Management: Applies best practices to management of
budgets and contracts. Administers contracts to ensure that goals are
achieved within budget and in accordance with established terms and
requirements.
- Communication and Language Skills: Demonstrates
ability to communicate and write clearly and directly and edit the
language of others to improve clarity, conciseness and impact.
- Events
Planning & Organization: Demonstrates ability to plan, coordinate,
and execute Bank special and official events, including seminars,
workshops and meetings, in an organized and effective way. Applies
appropriate protocol and conference norms, procedures, IDB standards and
best practices.
- Knowledge and Learning Plans (K&L
Specific): Understand Knowledge and Leaning Plans cycle, the
availability and utilization of budgetary resources, including other
sources of funds.
- Skills: Advanced proficiency in the
use of Microsoft Office suite (Outlook, Word, Excel, Access, etc.) and
database management for report generation, as well as any other
reporting tool.
Characteristics of the Consultancy
- Consultancy category and modality: Temporary Term Contractual, Monthly
- Contract duration: Six (6) months.
- Place(s) of work: IDB Headquarters. Washington DC, U.S.A.
- Responsible person: General supervision of the Client Relations Group Head.
Payment and Conditions:
Compensation will be determined in accordance with Bank's policies and
procedures. The Bank, pursuant to applicable policies, may contribute
toward travel and moving expenses. In addition, candidates must be
citizens of an IDB member country.
Visa and Work Permit:
The Bank, pursuant to applicable policies, may submit a visa request to
the applicable immigration authorities; however, the granting of the
visa is at the discretion of the immigration authorities.
Notwithstanding, it is the responsibility of the candidate to obtain the
necessary visa or work permits required by the authorities of the
country(ies) in which the services will be rendered to the Bank. If a
candidate cannot obtain a visa or work permit to render services to the
Bank the contractual offer will be rescinded
Consanguinity:
Pursuant to applicable Bank policy, candidates with relatives
(including the fourth degree of consanguinity and the second degree of
affinity, including spouse) working for the Bank as staff members or
Complementary Workforce contractuals, will not be eligible to provide
services for the Bank.
Diversity:
The Bank is
committed to diversity and inclusion and to providing equal
opportunities to all candidates. We embrace diversity on the basis of
gender, age, education, national origin, ethnic origin, race,
disability, sexual orientation, religion, and HIV/AIDs status. We
encourage women, Afro-descendants and persons of indigenous origins to
apply.
