The Bank for International Settlements is looking for an Administrative Officer to join the Representative Office for the Americas in Mexico City.

Purpose of the job:

To provide professional and reliable administrative support to the BIS Office for the Americas.

By joining the team:

• You will work with a truly international team of professionals with a diverse set of personal and professional backgrounds and experiences.
• Benefit from the flexibility of hybrid working with a balance of home office and onsite work from our office in Mexico City.
• You will enjoy a dynamic and varied role and collaboration with stakeholders across our Representative Office for the Americas. 

Principal accountabilities:

Travel

Obtain flight itineraries, price quotation from travel provider. Make flight and hotel reservations, receive and verify tickets.

Meetings and working groups

Support the planning, coordination, and execution of internal and external meetings and events, ensuring all documentation and logistics are handled according to BIS standards.

Maintain and enhance processes and workflows while adhering to established policies and protocols.

Appointments and events

Arrange and manage appointments for the office, including setting up visitor schedules and preparing visit agendas. Organize and coordinate lunches, dinners, and provide assistance to visitors as needed.

Office access

Organise access to the building and office for external people.

Switchboard

Answer incoming calls and messages (English and Spanish).

Formatting and dispatch

Draft, format, edit, and translate letters and documents in English and Spanish, ensuring compliance with BIS templates and guidelines for internal and external correspondence.

Technical Support

Organise and coordinate technical support service with external contractors, obtain quotations.

Mail ⁄ Documents and Parcels

Sort out, prioritise and forward incoming mail to office staff, keeping track of pending correspondence. Prepare and dispatch internal and external mail. Receive incoming and outgoing documentation, packages, newspapers for the office.

Other administrative tasks

Order office supplies and participate in departmental or Bank-wide projects as needed. Ensure updates to the Americas Office Infobank and webpage.

 Archive original documents physically and store them in the archiving and retention system (Vault) and Sharepoint.

 Prepare diverse communications required by the office.

Qualifications, skills, and experience:

• A-levels, two-year secretarial diploma or equivalent.
• Secretarial/administrative experience, preferably in an international setting and supporting Senior Management
• Diplomacy and sensitivity to interact with Senior Managers
• Ability to work accurately
• Demonstrated capacity to thrive under pressure and collaborate effectively in a team environment
• Adaptability, experience in a multi-cultural environment
• Excellent organisational skills
• Excellent communication skills in English and Spanish (oral and written)
• Proficient in MS Office 365, Webex and a keen interest to learn new software packages
• Flexibility with regard to type of work and working hours

Who we are:

The Bank for International Settlements is a diverse organization with colleagues from over 60 countries. By joining us in the international city of Mexico City, you will work in a unique, highly rewarding, and international work environment. We truly value diversity and inclusion and want to reflect the world we serve. We want the best people to work for us in an inclusive environment so welcome applications from all qualified candidates. At the BIS, we value equality and diversity in all its forms and one way we support diversity and inclusion is through our staff-run networks. You can discover more about diversity at the BIS here.

What the BIS offers:

We want your time at BIS to be a rewarding and career-enriching experience. We offer an agile and flexible working environment with hybrid working opportunities including home office and working from abroad days. To support our international applicants, we offer relocation support that extends to your dependent family members. In addition, thanks to our ongoing commitment to diversity and inclusion, we offer a competitive compensation and benefits package, including support for working families including childcare and education allowances (where applicable). Finally, we offer a genuinely unique international working environment, which will give you exposure to the global financial system and the opportunity to collaborate with passionate experts from all over the world.

We strive to ensure that individuals are provided reasonable accommodation to participate in the application or interview process, and to perform essential job functions. Should you wish to request accommodation, support in completing this application or participating in the application process, then please reach out to the recruitment team at staffing@bis.org.