Back Administrative Coordinator/Senior Administrative Coordinator - SECAI

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Job Summary

The Secretary’s department is seeking to hire a qualified Administrative/Senior Administrative Coordinator. Reporting to one of the Deputy Secretaries, the selected candidate will provide high level administrative support, handling a wide range of responsibilities. This includes, as part of a four-person team, to coordinate the work of the front office unit, independently maintain systems that track documents, implement administrative processes for the department, support mission and project teams, use sound judgment and utmost discretion to interpret and reinforce Fund policies for staff members, and collaborate closely with the Office of the Managing Director and the Offices of Executive Directors. Additionally, the Administrative Coordinator serves as a resource for technical, institutional, and administrative guidance. The selected candidate will help manage the workflow of the front office under the overall guidance of the Lead Coordinator, working as a team with other administrative coordinators, including backstopping each other as needed. The selected candidate is expected to be extremely well-organized, has excellent planning skills, work with minimum supervision under pressure and tight deadlines, be meticulous and pay close attention to detail in all facets of work, and exercise independence, discretion, and sound judgment.

Major Duties and Responsibilities:

• Maintains records and information, including information of a highly confidential nature. Independently answers requests for general information related to the function and/or departmental procedures. Maintains tracking systems and databases of operational and/or administrative activities.
• Contributes to department-wide administrative processes and activities. Provides input into department procedures that facilitate workflow or operating processes and participates in intradepartmental groups on innovation and efficiencies of processes.
• Contributes to the management of the review process for incoming and outgoing documents (such as draft Board papers, back-to-office reports, etc.), tracks/enforces all associated deadlines; prioritizes, routes and schedules work to ensure an appropriate and efficient resolution/response.
• Anticipates and resolves competing priorities or escalates to a supervisor when necessary.
• Disseminates Fund administrative policies within the work unit for staff at all levels. Provides assistance to senior staff, making daily administrative and operating decisions to ensure the efficient provision of support services throughout the department.
• Prepares speaking notes and other supporting documentation for Executive Board meetings, and background information for restricted Board meetings.
• Manages the senior staff calendar and travel arrangements, including scheduling meetings. Liaises with internal and external stakeholders, including high-level delegation meetings with the Deputy Secretaries.
• Maintains the SEC internal, management/HoDs, and OED staffing lists.
• Maintains SEC’s internal board assignments via the Board Calendar Management System (BCMS).
  • Provides administrative support in the run-up to and during the Annual and Spring meetings.
  • Serves as a back-up to the other coordinators.
  • Proofreads and edits documents to ensure compliance with IMF administrative procedures and guidelines.

    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 administrative experience, is required. External candidates must have worked in a lead role for at least two of the six required years of experience.

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

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    • excellent drafting, administrative, and organizational skills.
    • experience in organizing, coordinating, and managing high impact activities.
    • 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.
    • comprehensive knowledge of the IMF's administrative practices and procedures would be a plus.
    • flexibility in working hours and willingness to work overtime at short notice are essential.
    • excellent knowledge of Word, Excel and PowerPoint.

      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.

      Only candidates who are currently residing in the Washington D.C. metro area will be considered.

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

      Department:SECAI Secretary's Department Immediate Office

      Hiring For: A05, A06

      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.