Administrative Coordinator / Senior Administrative Coordinator - COMAI

Work for the IMF. Work for the World.

The Communications Department (COM) is recruiting an experienced and seasoned administrative coordinator who thrives in a fast-paced environment. The selected candidate will support a Deputy Director and other B-level staff (Senior Managers) in the Front Office.

COM is the IMF’s center for strategic communication. It develops and coordinates the Fund’s external and internal communications strategy, shapes key messages, and advises Management and staff on how best to convey those messages. The Department also monitors and responds to what is being said and written about the institution, both inside and outside the Fund.

The Front Office in the Communications Department defines and implements the overall strategy for the department, manages human resources and the budget, meets departmental business needs, and provides oversight of Front Office staff, divisions, and intra-departmental teams. It also leads interactions with Management and the Executive Board and develops networks inside and outside the Fund.

Duties and Responsibilities:

The selected candidate will support a Deputy Director and other senior staff in the Front Office and will perform a wide variety of administrative duties, including, but not limited to, the following:

Calendar, Scheduling, and Travel Coordination

• Organize and manage complex schedules; maintain calendars of appointments; manage departmental email groups (including new requests and updates) as needed and make travel arrangements.
• Handle mission-related queries; provide administrative and logistical support for mission teams before and after missions, in coordination with other related offices as necessary; and provide extensive guidance to junior coordinators on Travel Information Management System (TIMS) entries.

Document Preparation and Communications Support

• Prepare briefing materials; format memos for management and other documents; draft documents by integrating text, tables, and charts from multiple sources and software applications; proofread and edit documents on behalf of the supervisor and the Front Office staff; ensure correct grammar, spelling, and punctuation; and format documents in accordance with Fund style.

Operational Coordination and Process Improvement

• Provide procedural guidance to junior staff to ensure the smooth functioning of administrative operations in the Front Office and the department; coordinate department-wide administrative processes; and contribute to the development of procedures that improve workflow efficiency.
• In coordination with the Office Manager, provide ongoing guidance, feedback, and relevant training to other assistants to ensure the smooth functioning of the administrative operations in the department.

Events, Coverage, and General Administrative Support

• Coordinate offsite meetings and retreats; interact with the Information Technology Department (ITD) and Corporate Services and Facilities Department (CSF) to support Town Halls, Brown Bag sessions, and other events; handle expense reporting and other administrative responsibilities or COM projects as determined by the Office Manager; and assist other divisions and teams as needed.
• Ensure administrative coverage in the Front Office and provide support to the Lead Administrative Coordinator, as needed, during absences or periods of increased workload, while keeping track of shifting priorities.

The incumbent is expected to work under minimum supervision in a fast-paced environment, exercise considerable initiative, sound judgment, and utmost discretion in handling complex and sensitive matters.

Qualifications:

Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of six (6) years of relevant experience, is required. External candidates must have had at least two (2) of the six required years of experience in a lead role.

In addition to the qualifications outlined in the Job Standards, the candidate must possess the following:

• Proven ability to manage a complex and demanding workload, work under pressure, meet short deadlines, handle multiple tasks, and balance overlapping requests.
• Excellent interpersonal and communications skills, and a demonstrated ability to engage with colleagues and work well as part of a team.
• First-class organizational skills and the ability to handle sensitive matters with good judgment and diplomacy.
• Excellent oral and written communication skills, with the ability to interact effectively with Fund staff and external contacts at all levels.
• Thorough knowledge of the Fund’s administrative procedures and policies.
• Superior proficiency in the use of Fund standard software packages, including databases.
• Flexibility regarding working hours.

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. 
 
It is expected that while the position is advertised at the full grade band, it will be filled at the lower level. 
 
Only candidates who are currently residing in the Washington DC metro area will be considered.

Department:

Hiring For:

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.