Administrative Coordinator / Senior Administrative Coordinator

Job Posting Organization:
The International Monetary Fund (IMF) is an international organization established in 1944, headquartered in Washington D.C. The IMF aims to promote global economic stability and growth by providing financial assistance, policy advice, and technical assistance to its member countries. The organization has a diverse workforce of approximately 2,700 employees from over 150 countries, working collaboratively to address global economic challenges. The IMF operates in numerous countries around the world, focusing on fostering international monetary cooperation and facilitating balanced growth of international trade.

Job Overview:
The coordinator" style="border-bottom: 1px dotted #007bff !important;">Administrative Coordinator / Senior Administrative Coordinator position within the Western Hemisphere Department (WHD) is a critical role that supports the Southern III Division (WHDS3), which encompasses Paraguay, Peru, and Uruguay. The selected candidate will be responsible for managing workflows, ensuring that the division's busy agenda is organized and that deadlines are met. This role requires a proactive approach to document management, where the coordinator will assist country teams in preparing essential documents throughout the annual cycle, including memos, policy notes, and staff reports. Additionally, the coordinator will provide logistical support for various regional events and meetings, ensuring that all administrative processes run smoothly. The position also offers opportunities to contribute to WHD-wide projects and initiatives, making it a dynamic and engaging role.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Coordinator include:

• Workflow Management: Monitor and manage the division's busy work agenda, ensuring that action items and shifting priorities are tracked and deadlines are met.
• Document Management: Assist country teams in preparing necessary documents, including memos to management, policy notes, staff reports, and Board documents.
• Logistical Support: Provide comprehensive administrative and logistical support for regional events, meetings with authorities, and other significant events such as Spring and Annual Meetings.
• Expense Reporting: Prepare and manage expense reports for mission chiefs and ensure accurate financial documentation.
• Team Support: Assist division members with various administrative processes and contribute to team-building activities to foster cohesion within the division.
• Backup Support: As part of WHD’s Coordinators back-up system, provide occasional support to Southern I or Southern II Divisions or other divisions as needed.
• Flexibility: Exhibit flexibility in working hours and be available for occasional overtime at short notice.

Required Qualifications:
Candidates must demonstrate initiative, sound judgment, and excellent organizational and communication skills. Knowledge and experience with the IMF's administrative procedures, practices, and policies are essential. The following qualifications are required:

• Educational Development: Completion of a high school diploma or equivalent, supplemented by a minimum of six years of relevant experience.
• Lead Role Experience: External candidates must have at least two of the six required years of experience in a lead role.
• Technical Proficiency: Thorough knowledge of Fund practices and procedures, along with proficiency in Office 365 (including MS Teams, Outlook, Word, Excel, PowerPoint) and familiarity with Fund applications such as HRPROD, FINPROD, Nexus, TIMS, TRACES, Workday, and AI tools like Copilot and AIDA.
• Administrative Skills: Strong administrative, technological, and organizational capabilities, with the ability to work accurately under pressure and multitask effectively.
• Language Skills: Proficiency in English, including the ability to proofread and edit documents.
• Organizational Skills: Strong ability to organize and prioritize work, be proactive, meet deadlines, and work effectively under pressure with minimal supervision.
• Interpersonal Skills: A cooperative attitude, strong interpersonal and relationship-building skills, and the ability to work as part of a team.

Educational Background:
The position requires educational development typically acquired through the completion of a high school diploma or equivalent. This foundational education should be supplemented by relevant professional experience, specifically a minimum of six years in administrative roles, with a preference for candidates who have experience in a lead capacity.

Experience:
Candidates should possess a minimum of six years of relevant experience in administrative roles, with at least two years in a lead role for external candidates. Internal candidates are preferred to have previous area department experience at the IMF, although this is not essential. The experience should demonstrate a strong understanding of administrative processes and the ability to manage multiple tasks effectively.

Languages:
Proficiency in English is mandatory, particularly in the ability to proofread and edit documents. Additional language skills may be beneficial but are not specified as mandatory for this position.

Additional Notes:
Candidates must currently reside in the Washington D.C. metro area to be considered for this position. Furthermore, only those who have passed the IMF Staff Assistant online exam within the past 12 months will be eligible for consideration. A regular staff member selected for this vacancy will maintain their open-ended status, while a contractual employee will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension if their current term has not already been extended. The position is classified under the WHDS3 Western Hemisphere Department, Southern III, and is hiring for levels A05 and A06.