Administrative Coordinator

3 weeks ago

Washington, Washington, D.C., United States IMF - International Monetary Fund Full time
Work for the IMF. Work for the World.

Description
The Statistics Department (STA) has an opening for an Administrative Coordinator/Senior Administrative Coordinator in its Resource Management Division (STARM).

Under the general supervision of the Division Chief/ Deputy Division Chief, the successful candidate would perform a range of administrative coordination and support functions to facilitate the delivery of STA's capacity development (CD) program by STA's topical divisions.

The ideal candidate should be a highly motivated self-starter who brings ownership, energy, and innovation to their work; and who understands the high degree of responsiveness necessary to support STA's mandate.

Work is performed in a dynamic environment and operational flexibility is required to meet sudden, unpredictable business requirements.

Assignments require demonstrated organizational skills and initiative; and entail building collaborative relationships with other Fund departments including FIN and HRD.


Major Duties and Responsibilities

  • Administers operational procedures for STA's recruitment and onboarding/ offboarding of longterm experts (LTXs) and contracting of shortterm experts (STXs), ensuring compliance with Fund policies and liaising with HRD and FIN to resolve issues.
  • Maintains tracking systems and databases of operational and/or administrative activities, including those related to CD management (e.g., technical assistance report dissemination and governance of STA's STX roster) and personnel management (e.g., leave administration).
  • Tracks document reviews, requests for information/comment, and compliance with routine procedures; and tracks/enforces associated deadlines (including TRACES reporting by STARM staff); prioritizes, routes and schedules work to ensure an appropriate and efficient resolution/response by STARM.
  • Processes requests from shared mailboxes, including those related to LTX/STX recruitment, mission travel, and LTX/STX expense reports.
  • Maintains records and information, including information of a highly confidential nature.
  • Integrates a variety of documents ranging from standard communications to complex text, tables and charts from multiple sources/software applications into single, unified documents. Proofreads and edits documents on behalf of STARM staff, formatting in accordance with Fund style.
  • Coordinates and maintains STARM's communications through the use of the IMF intranet and internet, particularly to enhance internal users' access to STA's CD guidelines and templates.
  • Supports the planning of both STAwide and divisionled conferences, seminars, and workshops. Disseminates Fund administrative policies within STARM for staff at all levels.
  • Assists STARM management in executing administrative and operational decisions to ensure the efficient provision of support services throughout the department.
  • Guides and follows up with technical support vendors/contacts on behalf of supervisor and/or staff.
  • Trains junior staff, assigns and reviews the progress and accuracy of work, and provides technical guidance on more complex issues within STARM's administrative team.
  • Assists junior administrative coordinators to meet performance expectations. Other duties as required by the Divisional management team.

Minimum Qualifications


Educational development, typically acquired by the completion of a high school diploma or equivalent, supplemented by a minimum of six years of relevant experience, is required.

External candidates must have had at least two of the six required years of experience in a lead role.

In addition to the qualifications set forth, the selected candidate must possess:

  • excellent drafting, administrative, and organizational skills;
- ability to work well under pressure, managing short deadlines and a complex and demanding workload;
- independent judgment and discretion in handling sensitive and confidential information;
- excellent oral and written communication and interpersonal skills;
- advanced knowledge of Word, Excel, PowerPoint and SharePoint; and
- comprehensive knowledge of the IMF's administrative practices and procedures (including on document management) would be a plus.

*This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund's new employment rules that took effect on May 1, 2015.

*A regular staff member who is selected to fill the vacancy will maintain their open-ended status. If the selected candidate is a contractual employee, they will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended.

*Candidates need to have passed the IMF Staff Assistant online exam to be considered.

*Only candidates who are currently residing in the Washington DC metro area will be considered.

Department:
STARM Statistics Department Resource Management Division

Hiring For:


A05, A06*The IMF is committed to achieving a diverse staff, including age, creed, culture, disability, educational background, ethnicity, gender, gender expression, nationality, race, religion and beliefs, and sexual orientation.

We welcome requests for reasonable accommodations for disabilities during the selection process.*

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