Operations Associate

Description

Job Summary: IDB Group seeks an Operations Associate based in Brasília to support the implementation and monitoring of technical cooperation projects in Brazil, managing planning, finance, and contracts. Key Highlights: 1. A diverse and passionate community dedicated to improving lives in Latin America and the Caribbean 2. An inclusive, collaborative, agile, and rewarding work environment 3. Focus on project management and application of institutional policies City: Brasilia Company: IDB Posting End Date: 3/24/2026 11:59 PM EST **We improve lives** -------------------- The IDB Group is a community of diverse, versatile, and passionate people united in a journey to improve lives in Latin America and the Caribbean. Our staff find purpose and do what they love in an inclusive, collaborative, agile, and rewarding environment. **About this position** ----------------------- The Brazil Representative Office is seeking to hire an Operations Associate to perform a broad range of operational functions supporting the implementation and monitoring of the Bank’s portfolio of technical cooperation projects in the country. The Operations Associate’s main responsibilities are outlined below; however, these are not limited to the ones listed, and the incumbent will receive guidance and support from the Head of Operations, Operations Specialists, Sectoral Specialists, and Fiduciary Specialists regarding assigned tasks. **What you’ll do** ------------------ The selected candidate will be primarily responsible for the following activities: **PROJECT PLANNING:** Support planning activities for implementing technical cooperation projects executed by the Bank or external clients, ensuring alignment with the procurement plan and schedule. Advise specialists on applying Bank policies, pre- and/or post-review documentation related to consultancy and service procurements, ensuring compliance with applicable regulations. Register contracts as needed, monitor delivery of contracted products/services, and assist in communicating with beneficiaries regarding procurements. Organize and maintain up-to-date records of actions outlined in the implementation plan, specifying responsible parties, status, deadlines, and observations. Monitor execution and propose adjustments when necessary. Prepare information for monitoring purposes (TCM), as requested. **PROJECT IMPLEMENTATION MANAGEMENT:** Enter, monitor, and ensure compliance with contractual clauses in internal systems. Analyze fulfillment of eligibility and disbursement conditions, allocate budgets by component, make fund adjustments or cancellations, and support Executing Agencies in resolving queries. Carry out contract initiation and closure procedures and other relevant activities in accordance with Bank systems and policies. **FINANCIAL MANAGEMENT:** Analyze and verify documentation and invoices; review and pre-validate payment requests; verify expenditure appropriateness, correct accounting treatment, and supporting documentation; enter and validate payments in Bank systems; review disbursement requests from Executing Agencies, ensuring accounting and documentary compliance for approval. **What you'll do cont** ----------------------- **CONTRACT MANAGEMENT:** Maintain updated procurement plans and manage procurement processes for consulting firms, service providers, and individual consultants. Analyze and issue no-objection letters for documentation submitted by Executing Agencies, per applicable guidelines. Monitor contractual deadlines, deliveries, archiving of deliverables, and preparation of addenda, when required. Gather procurement documentation, request authorizations from OCS, track technical and financial proposals, support negotiations and contract registration, request quotations, and assist in event logistics. Ensure transparency, efficiency, and effectiveness in all procurements. Monitor requests for Letters of Agreement (PSO) and rigorously track deadlines and deliverables for all types of contracts. **PROJECT REPORTING:** Support preparation of the Annual Monitoring Report (TCM), updating each project’s progress in the system and tracking timely submission of final reports. **INFORMATION MANAGEMENT:** Keep planning, implementation, and monitoring information updated in respective systems. Create and maintain records on Terms of Reference, suppliers, contracts, and project knowledge products. Support implementation of audit recommendations (internal and external). Organize physical and electronic files per Bank standards, share best practices with the operations team, and contribute to systematizing lessons learned. **MISSIONS, REPORTING, AND PORTFOLIO REVIEW:** Participate in portfolio review and project supervision meetings. Support logistics, documentation, and monitoring of agreements. Assist with missions, agenda preparation, and Minutes of Meetings (Ajudas-Memória), when authorized. Prepare progress reports to track project implementation, Country Strategy, and other aspects related to technical cooperation operations in the country, as requested by UCT coordination. Proactively engage with project teams, Executing Agencies, and CBR staff to foster continuous and collaborative relationships. Promptly resolve issues arising during implementation, establish early-warning mechanisms for delays or deviations, and implement corrective actions. Perform additional tasks assigned by coordination or Head of Operations to ensure efficient delivery of the IDB Group’s operational program. **What you'll need** -------------------- * **Education:** Master’s degree (or equivalent) in Economics, Engineering, Business Administration, International Relations, Social Sciences, or related fields. Specialization in Project Management and/or PMI (or equivalent) certifications are desirable. Proficiency in Microsoft Office tools (Word, Excel, PowerPoint, Outlook, MS Project) and familiarity with other data management applications/packages (e.g., Power BI, Tableau, or similar). * * **Experience:** Minimum of two years of relevant professional experience in similar roles, with focus on project management and monitoring, preferably within international organizations. Experience in procurement processes, financial management, application of institutional policies, report writing, and use of monitoring systems. * **Languages:** Fluency in Portuguese and English or Spanish **Requirements** ---------------- **Citizenship:** Must be eligible to work in Brazil without sponsorship. **Consanguinity:** You must not have relatives (up to fourth-degree blood relation and second-degree affinity, including spouse) employed at IDB, IDB Invest, or IDB Lab. **Type of contract and duration** --------------------------------- National staff contract, initially for 36 months, renewable by mutual agreement. . **What we offer** ----------------- The IDB Group offers benefits tailored to meet the diverse needs and life stages of its employees. These benefits include: * **Competitive compensation package.** * **Leaves and vacations:** 24 days of paid leave \+ 8 personal days \+ medical leave \+ gender-neutral parental leave. * **Health insurance:** The IDB Group provides employees and their eligible dependents with a comprehensive health benefits program covering medical, dental, vision, preventive care, and prescribed medications. * **Pension plan:** A defined benefit pension plan that ensures financial security and supports employees’ future planning. * **Hybrid work model and flexible hours.** * **Health and wellness:** Access to our Health Services Center, offering preventive care and health education for employees. * **Professional development support:** We provide tools to strengthen your professional profile, including mentoring, individual career counseling, training, learning opportunities, language courses, mobility options, among others. **Our culture** --------------- At the IDB Group, we strive for every person to bring their best and most authentic self to work, ready to experiment with new approaches fearlessly, take responsibility for their actions, and be recognized for their results. Diversity, Equity, Inclusion, and Belonging (DEIB) are central to our organization. We celebrate all dimensions of diversity and encourage applications from women, LGBTQ\+ individuals, persons with disabilities, Afro-descendants, and Indigenous peoples. We will ensure reasonable accommodations for persons with disabilities throughout the interview process. If you are a qualified candidate with a disability, please email **diversity@iadb.org** to request necessary accommodations to complete your application. Our Human Resources team carefully reviews all applications