Back Administrative Assistant to Executive Director

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Office of the IMF Executive Director for Canada, Ireland the Caribbean (A4/A5)

The Office of the Executive Director representing the Antigua and Barbuda, The Bahamas, Barbados, Belize, Canada, Dominica, Grenada, Ireland, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines (OEDCO) at the International Monetary Fund seeks a highly motivated, pro-active, and experienced Administrative Assistant. The successful applicant will demonstrate excellent organizational and communication skills, be adaptable and a team player, show sound judgement, and have experience of working with senior personnel and officials in a fast-paced environment.

The OEDCO is comprised of a small, dedicated, and collegial team. Working under the direction of the Executive Director, who represents our authorities at the IMF’s Executive Board, our team acts as a key channel of communications on macroeconomic and financial issues between the IMF and government authorities. We work closely with Fund management and staff, and our colleagues in the other Executive Director offices to discharge the obligations of the Fund to support the good functioning of the global economy and to serve the collective interests of the membership, while advancing the interests and priorities of the authorities represented in our constituency.

Expectations for this role. This role involves working closely with the existing Administrative Assistant to support the Office. It will entail managing contacts with senior officials both within the IMF and in the countries in our constituency. Candidates should have a proven track record of working with diplomacy, tact and collegiality, delivering consistently high-quality work under pressure, as well as building and maintaining effective working relationships with colleagues inside and outside the organization. It is expected that candidates will be highly responsive and proactive, able to multi-task efficiently while remaining attentive to details and exercise sound judgement in handling sensitive information. Given the rotating nature of the economist staff, the Office relies on its Assistants to ensure that it runs smoothly and efficiently, and to assist our staff in managing these transitions. The successful candidate will be able to interact effectively with contacts at all levels of seniority, demonstrate the highest standards of professionalism and pride in their work, and be committed to building a career in this Office.

Responsibilities. Major tasks you are expected to perform include:

• Pro-actively managing the calendar and agenda, travel arrangements, expense reports, HR and IT requirements of the Alternate Executive Director and the Executive Director, as required.
• Providing welcoming, professional reception support in the Office to our many visitors and ensuring that arrangements for visitors to the IMF are handled efficiently.
• Handling official communications for the Office with the Secretary's department, management, staff and country authorities, and ensuring efficient and timely flow of information. Creating and maintaining the Office electronic archives.
• Assisting with preparation for meetings of the Executive Board and its associated committees, including monitoring updates to the Executive Board calendar, and collating the dossier of documents for discussion.
• Proof reading, editing, and submission to the Statement registry of written statements prepared by Office personnel for Executive Board discussions/decisions.
• Making official travel arrangements for Office personnel as requested, and processing travel expense reporting and reimbursements.
• Preparing periodic administrative and budget reports, issuing procurement requisitions, manages the P-Card, catering orders, attendance, and weekend availability reports.
• Assisting Office members with administrative and logistical steps in their appointment process, and supporting the transition of incoming and outgoing members of the Office as they take up their assignments and at the end of their tenure with their separation process.
• Providing broad administrative and logistical support to office members and country delegations, in particular during Spring and Annual Meetings. Such tasks include coordinating registration, catering, accommodation and travel arrangements; organizing high-level events, bilateral meetings, monitoring and updating agendas, and supporting the overall successful participation of delegations in the meetings.
• Ensuring that all administrative tasks are operating efficiently. In this regard, you are expected to be proactive and timely in consulting with the relevant authorities inside and outside the IMF (IT Helpdesk, FIN, HRD for troubleshooting), and in escalating issues that require further guidance to the appropriate supervisor.
• Proficiency in MS Office applications (Word, Outlook, Excel, PowerPoint), MS Teams and WebEx. Knowledge of PeopleSoft (HRPROD and FINPROD) will be an advantage.

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

  Compensation: The IMF offers a competitive compensation package, including medical benefits, pension plan, expatriate allowances for employees who are not U.S. citizens, tax allowance for U.S. citizens, and financial assistance to meet the costs of childcare. Salary will be determined by the recruitment grade and qualifications of the successful candidate.

  Application Process. Well-qualified candidates are invited to submit a written application and detailed curriculum vitae to Philip Jennings and Gina Fitzgerald in OEDCO by June 14, 2024. Applicants should include the names and contact details of at least two referees, and preferably the most recent written performance assessment. Short-listed candidates will be contacted for an interview.

  Department:OEDCO Office of Executive Directors Mr. Jennings

  Hiring For: A04, A05

  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.