Logistic Support for Knowledge and Learning Events, Washington- job careers

• Organization: IDB - Inter-American Development Bank
• Country: United States
• City: Washington
• Office: IDB Washington
• Follow @UNjobs

Inter-American Development Bank (IDB) | 1300 New York Avenue, N.W. | Washington, D.C. 20577, USA | Tel: (202) 623-1000 | Fax: (202) 623-3096

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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.