Job Description
Job Posting Organization:
The International Monetary Fund (IMF) is a global organization established to promote international monetary cooperation, secure financial stability, facilitate international trade, promote high employment and sustainable economic growth, and reduce poverty around the world. The IMF was established in 1944 and has grown to include 190 member countries. The organization operates in various regions, providing financial assistance, policy advice, and technical assistance to its member countries. The Southeast Europe Technical Assistance Center (SEETAC) is one of its regional capacity development centers, focusing on enhancing the capacity of countries in the Western Balkans and Moldova.
Job Overview:
The Administrative Assistant (AA) position at the IMF’s Southeast Europe Technical Assistance Center (SEETAC) in Rome, Italy, is a critical role that supports the center's operations. The AA will work under the guidance of the Head of Office and the supervision of the Office Manager (OM). This position involves providing secretarial and administrative support to the center’s professional staff, including Regional Advisors (RAs). The AA will be responsible for coordinating and following up on Technical Assistance (TA) activities, ensuring that all necessary correspondence and mission documents are properly managed. The role requires a proactive approach to assist in logistics for workshops, webinars, and outreach events, as well as managing travel arrangements for staff and participants. The AA is expected to demonstrate flexibility and adaptability in a dynamic work environment, contributing to the overall efficiency and effectiveness of the center's operations.
Duties and Responsibilities:
The Administrative Assistant will undertake a variety of duties, including but not limited to: assisting regional advisors with coordination and follow-up on Technical Assistance activities; preparing translations between English and Italian as needed; ensuring proper filing and documentation of mission-related materials; creating and sending virtual meeting details; assisting with travel bookings and logistics for workshops and events; preparing and disseminating Technical Assistance-related documents; liaising with the Ministry of Foreign Affairs on administrative matters; managing the issuance and renewal of UN IDs; processing expense reports; and providing backup support to other administrative assistants during peak periods or absences. The AA will also be responsible for maintaining an organized filing system and ensuring compliance with administrative protocols.
Required Qualifications:
Candidates must have completed secondary education, with training in business, finance, human resources, administration, or related fields being required. A bachelor’s degree from an accredited university is preferred. The ideal candidate should possess strong office administration skills, attention to detail, excellent organizational abilities, and effective communication skills. A proven track record of working in a dynamic environment with a growing office is essential, along with a minimum of five years of relevant experience in administrative roles. The candidate should demonstrate flexibility, dedication, and a strong drive for results, as well as solid problem-solving skills.
Educational Background:
The position requires completion of secondary education, with additional training in business, finance, human resources, administration, or related fields being mandatory. A bachelor’s degree from an accredited university is preferred, indicating a higher level of education that may enhance the candidate's ability to perform the duties required of the Administrative Assistant.
Experience:
The candidate should have at least five years of relevant experience in administrative roles, demonstrating a strong background in office administration and support functions. Experience in a dynamic work environment, particularly within international organizations or similar settings, is highly desirable. The ability to manage multiple tasks and work under tight deadlines is crucial for success in this position.
Languages:
Fluency in both oral and written Italian and English is required for this position. The ability to communicate effectively in both languages is essential for coordinating with regional advisors and managing documentation related to Technical Assistance activities. Additional language skills may be considered an asset but are not mandatory.
Additional Notes:
This position is offered as a one-year local contractual appointment, with the possibility of renewal for successive terms of up to three years, subject to continued need and satisfactory performance. Candidates must be nationals or residents of Italy or be able to independently obtain a valid work permit before starting employment. The IMF will not sponsor or assist with obtaining work permits. The role requires occasional flexibility in working hours to accommodate time differences with IMF headquarters and different working days for member countries. The position is full-time and involves working closely with a multicultural team.
The International Monetary Fund (IMF) is a global organization established to promote international monetary cooperation, secure financial stability, facilitate international trade, promote high employment and sustainable economic growth, and reduce poverty around the world. The IMF was established in 1944 and has grown to include 190 member countries. The organization operates in various regions, providing financial assistance, policy advice, and technical assistance to its member countries. The Southeast Europe Technical Assistance Center (SEETAC) is one of its regional capacity development centers, focusing on enhancing the capacity of countries in the Western Balkans and Moldova.
Job Overview:
The Administrative Assistant (AA) position at the IMF’s Southeast Europe Technical Assistance Center (SEETAC) in Rome, Italy, is a critical role that supports the center's operations. The AA will work under the guidance of the Head of Office and the supervision of the Office Manager (OM). This position involves providing secretarial and administrative support to the center’s professional staff, including Regional Advisors (RAs). The AA will be responsible for coordinating and following up on Technical Assistance (TA) activities, ensuring that all necessary correspondence and mission documents are properly managed. The role requires a proactive approach to assist in logistics for workshops, webinars, and outreach events, as well as managing travel arrangements for staff and participants. The AA is expected to demonstrate flexibility and adaptability in a dynamic work environment, contributing to the overall efficiency and effectiveness of the center's operations.
Duties and Responsibilities:
The Administrative Assistant will undertake a variety of duties, including but not limited to: assisting regional advisors with coordination and follow-up on Technical Assistance activities; preparing translations between English and Italian as needed; ensuring proper filing and documentation of mission-related materials; creating and sending virtual meeting details; assisting with travel bookings and logistics for workshops and events; preparing and disseminating Technical Assistance-related documents; liaising with the Ministry of Foreign Affairs on administrative matters; managing the issuance and renewal of UN IDs; processing expense reports; and providing backup support to other administrative assistants during peak periods or absences. The AA will also be responsible for maintaining an organized filing system and ensuring compliance with administrative protocols.
Required Qualifications:
Candidates must have completed secondary education, with training in business, finance, human resources, administration, or related fields being required. A bachelor’s degree from an accredited university is preferred. The ideal candidate should possess strong office administration skills, attention to detail, excellent organizational abilities, and effective communication skills. A proven track record of working in a dynamic environment with a growing office is essential, along with a minimum of five years of relevant experience in administrative roles. The candidate should demonstrate flexibility, dedication, and a strong drive for results, as well as solid problem-solving skills.
Educational Background:
The position requires completion of secondary education, with additional training in business, finance, human resources, administration, or related fields being mandatory. A bachelor’s degree from an accredited university is preferred, indicating a higher level of education that may enhance the candidate's ability to perform the duties required of the Administrative Assistant.
Experience:
The candidate should have at least five years of relevant experience in administrative roles, demonstrating a strong background in office administration and support functions. Experience in a dynamic work environment, particularly within international organizations or similar settings, is highly desirable. The ability to manage multiple tasks and work under tight deadlines is crucial for success in this position.
Languages:
Fluency in both oral and written Italian and English is required for this position. The ability to communicate effectively in both languages is essential for coordinating with regional advisors and managing documentation related to Technical Assistance activities. Additional language skills may be considered an asset but are not mandatory.
Additional Notes:
This position is offered as a one-year local contractual appointment, with the possibility of renewal for successive terms of up to three years, subject to continued need and satisfactory performance. Candidates must be nationals or residents of Italy or be able to independently obtain a valid work permit before starting employment. The IMF will not sponsor or assist with obtaining work permits. The role requires occasional flexibility in working hours to accommodate time differences with IMF headquarters and different working days for member countries. The position is full-time and involves working closely with a multicultural team.
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We are not liable for any decisions or actions taken by applicants in response to this job listing. By applying, you agree that all application processes, interviews, and potential job offers are managed exclusively by the listed employer or organization.
Beware of fraudulent job offers. Do not provide sensitive personal information or make any payments to secure a job.