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Job Summary:
The Corporate Services and Facilities Department, General Services Division (CSFDG) of the International Monetary Fund (IMF) is seeking to hire an Administrative Coordinator. The selected candidate will report to the Division Chief and Deputy Division Chief. He/She will provide a wide range of administrative support to the divisions they are assigned to, including supporting the CSFDG Division.
The candidate will be expected to work with minimum supervision and exercise initiative and sound judgment to ensure the smooth functioning of the administrative operations. The selected candidate will also work in close collaboration with the CSF Office Manager and other divisional assistants. Flexibility in working hours and willingness to work overtime at short notice is essential.
Major Duties and Responsibilities:
- Coordinate conference and business travel arrangements and authorizations for Division staff.
- Monitor the flow of information within the Division and with the CSF Front Office; keeping track of priorities and keeping Senior Staff of the Division duly informed; monitoring deadlines; supporting divisional work planning reporting and working as an integral part of the Division's administrative support team.
- Perform review of TRACES (time management system) for the Division and assist with resolving any errors that arise.
- Support all aspects of the Divisionโs incoming/outgoing staff, e.g., contractual & vendor employment requests and renewals, arrangements for office space, computers and equipment for new staff, arrangements for and training of temporary support; staffing utilization.
- Assist with divisional activities: supporting outreach activities; coordinating meeting arrangements for client training, user groups, and governance groups; providing logistical arrangements for divisional staff retreats.
- Advise division staff on appropriate administrative procedures and documentation requirements and ensure timely submission.
- Assist the Division Chief and Procurement Section Chief with the electronic filing system of agreements to ensure compliance with audit standards.
- Use PowerBi and other tools to report on outcomes and guide decision making across the Division.
- Assist the strategic sourcing team to ensure the maintenance of the appropriate filing system with regards to agreements, RFPs and other relevant procurement documents.
- Play a key role in the operation of DocuSign (electronic signature technology of documents), reviewing that officers have done the appropriate filing before agreements are signed by the Division Chief.
- Handle administrative responsibilities delegated by the Office Manager/Alt. Office Manager as needed.
Minimum Qualifications:
Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of two (2) years of relevant experience, is required. No previous experience would be required for those who have completed a university degree.
In addition to the qualifications listed above, this position requires:
- Proven ability to work with minimum supervision and exercise independent initiative.
- Proficiency in Microsoft Office software (i.e., Word, PowerPoint, SharePoint, Excel) Adobe Acrobat and Outlook.
- Proficiency in data analytics tools such as PowerBi.
- Proven strong organizational, interpersonal skills, administrative, analytical, oral and written communication skills.
- Capacity to work calmly, quickly, and in an organized fashion and the ability to handle multiple tasks in a timely manner, and the ability to perform as part of a team.
Only candidates who are currently residing in the Washington DC metro area will be considered.
This vacancy shall be filled by a 2-year contractual appointment in accordance with the Fundโs new employment rules that took effect on May 1, 2015.
Only candidates that have passed the IMF Staff Assistant online exam in the past 12 months will be considered.
Department:CSFDG Corporate Services & Facilities Dept General Services
Hiring For: A03, A04
The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.