International Monetary Fund (IMF)

Staff Assistant/Administrative Assistant

International Monetary Fund (IMF)

Job Description

 

CSF is seeking applicants for an administrative support-level position.

We seek highly motivated and enthusiastic individuals for a Staff and Administrative Assistant position with passion for creative work, excellent writing, Office Management including budget Administration and computer skills.

Your tasks may include, but will not be limited to:

- Managing the supervisor’s agenda to determine scheduling priorities. Schedule Divisional meetings and team meetings as directed.  

- Drafting and editing routine correspondence on administrative matters.

- Proofreading and editing documents on behalf of supervisor and/or office/division staff; ensuring correct grammar, spelling, and punctuation; formatting in accordance with Fund style.

- Facilitating the administrative workflow and handle front-line client communication, monitoring e-mail, fielding requests for creative services, and providing assistance to walk-in clients (reception duty).

- Providing comprehensive administrative budget support; payment of invoices with P-card, processing purchase orders through entering Requisitions in FINPROD, conducting Change Orders to existing Purchase Orders, communicating with suppliers on invoicing/order follow up, updating budget expenditure tracker, and conducting year-end accrual work under supervision. 

 

- Entering, maintaining, tracking and extracting data from administrative databases (e.g., TAIMS, TIMS, DM5, etc.); generating standard reports to inform administrative decisions or check compliance with Fund procedures.

- Performing the travel administration for the assigned unit including completion of travel authorizations, first-line support for travelers experiencing problems, and expense reconciliation.

- Providing assistance and first-line Technical Support to colleagues at all levels within the work unit on Fund systems, office productivity software (e.g., Microsoft Office, Word, Outlook, etc.) and other office automation technologies. Initiating, guiding and following-up with technical support vendors/contacts on behalf of supervisor and/or staff.

- Providing work guidance to support staff in lower grade levels, contractual appointees, or temporary staff within the work unit; providing relevant on-the-job training and coaching.

- Providing work coverage or additional support for Capital Project Assistant during extended absences or spikes in workflow.

- Conducting administrative assignments related to seminar, workshop, and/or conference planning including material production, scheduling, logistical arrangements, and liaising with participants, speakers, and vendors; events are often held internationally, adding complexity to assignments.

- Maintaining the Divisional SharePoint presence including management of content.

- Performing other administrative duties as directed by the supervisor

We welcome candidates who are physically residing within the Metropolitan Washington DC area. Local candidates will be eligible for further consideration.

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.

Knowledge, Skills, and Abilities:

  • Strong interest in creative industry (Design, photography, video, branding, design thinking)

  • Superior communication skills, both written and verbal.

  • Proficiency in English grammar (for proofreading).

  • Excellent command of office software (Microsoft Office suite), and Fund-specific systems, in particular, FINPROD and HRPROD.

  • Assistant must have a good understanding of general technology to be able to learn Fund-specific systems and databases quickly, with general supervision.

  • Demonstrated attention-to-detail without sacrificing efficiency or a sense of urgency. Ability to analyze ambiguous situations and take appropriate action.

We welcome candidates who are physically residing within the Metropolitan Washington DC area. Local candidates will be eligible for further consideration.

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