Work for the IMF. Work for the World.
The European Department (EUR) has an opening for an Administrative Coordinator/Senior Administrative Coordinator in the Immediate Office (EURAI). The selected candidate will work under the supervision of the Deputy Director, overseeing the HR function, and will be providing support to EUR’s Strategic Human Resources Partner and HR team. The candidate is expected to provide a wide range of administrative coordination support and technical assistance to the team.
Key duties and responsibilities
Core duties and responsibilities include, but are not limited to the following:
Coordination and workflow management: coordinates and monitors the workflow of the HR team, ensuring the quality and timeliness of the team’s output. This includes reviewing incoming and outgoing documents and distributing/fielding requests to relevant stakeholders; monitoring the team’s deadlines and ensuring timely execution; anticipating and resolving competing priorities or escalates to team members; and finding ways to improving processes to increase efficiency.
Communication and documentation: Drafts, edits, and proofreads routine correspondence and documents, ensuring they adhere to Fund’s editing and formatting standards. Also responsible for organizing, maintaining, and retrieving up-to-date records of the team’s outputs, decisions, etc.
Talent management support:
o Recruitment: assists the SHRP in coordinating managerial recruitment efforts, including setting interviews and logistics as well as issuing N-12s; works closely with the Office Manager in tracking and providing updates on all staffing and recruitment efforts; manages the one-off internal posting and tracking of applicants; and maintains records of all recruitment decisions.
o Onboarding: organizes the meet-and-greet sessions for new hires with the HR team; coordinates the mentoring program; and, in collaboration with the Office Manager, participates in the organization of the onboarding sessions for new hires.
o Training: serves as the training administrator for EUR, as well as facilitates and coordinates the approval and ranking of EUR’s training participants in courses requiring departmental approvals. In addition, in close coordination with the budget team, tracks language training participants.
o Performance management: supports the HR team with the roll-out of the mid- and annual talent management exercise activities, including the annual performance review, promotion, and multi-sources activities. Responsibilities include managing logistics for related meetings and preparing background materials, as necessary, e.g., eBinders, summary tables, etc.
o Mission debriefs: coordinates the post Article IV mission debriefs for EUR mission chiefs.
o Career management: assists with monitoring and providing updates on mobility and other career management activities (e.g., external assignments, internal mobility, external swaps, etc.).
o Country assignment information system (CIS) updates: severs as EUR’s primary coordinator for tracking and updating the CIS in Workday, and coordinates this effort with other EUR coordinators under the supervision of EUR’s HR Business Partner.
Administrative and logistical support: provides administrative support, including maintaining and extracting data from databases; generating/initiating standard HR reports; assisting with the preparation of HR-related documents/presentations; reviewing and distributing documents; and managing email communications. Also responsible for organizing meetings/events, including planning, scheduling, and handling logistical arrangements. In addition, assists with other ad hoc requests related to HR and organizational matters within the HR team.
Technical support and compliance: assists with first-line technical support on organizational systems and software, liaises with technical support vendors or other departments to resolve issues. Additionally, in collaboration with EUR web administrator, coordinates HR-related updates and intranet postings.
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 spent at least two of the six required years of experience in a lead role.
In addition to the qualifications set forth in the job standards, the candidate should demonstrate sound judgment, maturity, versatility, adaptability, and capability to communicate with confidence with staff at all levels. Excellent planning and organizational skills; a proven track record of strong client-orientation and interpersonal skills; proven ability to handle sensitive and highly confidential matters with discretion and diplomacy; the capacity to work calmly and expeditiously, especially during times of heavy work pressures; and the ability to handle multiple and complex tasks in an efficient and timely manner. The successful candidate should also have experience in Fund HR-related processes and systems, and/ or extensive experience in area department operational work. Knowledge of EUR is highly valued. In addition, the selected candidate must take initiative, be flexible with regard to working hours and available for overtime (sometimes at short notice).
Only candidates who are currently residing in the Washington DC metro area will be considered.
Only candidates that have passed the IMF Staff Assistant online exam in the past 12 months will be considered.
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.
Department:EURAI European Department Immediate Office
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.