Job description
Work for the IMF. Work for the World.
The Information Technology Department (ITD) of the International Monetary Fund (IMF) is seeking to hire a Staff Assistant/Administrative Assistant.
The selected candidate will provide a wide range of administrative support to the divisions they are assigned to, including supporting the ITD Front Office. The candidate will be expected to work with minimum supervision and exercise initiative and sound judgment in order to ensure the smooth functioning of the administrative operations. The selected candidate will work in close collaboration with the Front Office, Office Manager, and other divisional assistants. Flexibility in working hours and willingness to work overtime at short notice is essential.
Major Duties and Responsibilities
Duties include, but are not limited to:
1. Editing, proofreading, and formatting short documents, memos, presentations, charts, and other graphic and illustrative materials in support of senior staff, in line with Redbook standards.
2. Facilitating the scheduling and/or tracking of work within the units (ie., action items, ITD Review box/eReview, travel, training, etc.).
3. Using the document management and records management systems (currently eDocs and eRecords) to ensure appropriate record keeping and posting of files in SharePoint.
4. Organizing a wide variety of departmental and Fund-wide events (ie. ITD townhalls, brown bag lunches etc.), including logistics and budget requests.
5. Assisting in managing calendars and organizing meetings with internal and external contacts.
6. Advising staff on appropriate administrative procedures and documentation requirements.
7. Initiating purchase orders for theFfront Office; resolving most problems related to payments independently.
8. Supporting budgetary activities. Updating spreadsheets and databases as needed for budget preparation and review. Following procedures for entry and validation of year-end accruals and renewals.
9. Managing a Fund P-Card for authorized Front Office purchases.
10. Carrying out onboarding and departure activities for vendors and others as needed.
11. Entering travel in TIMS for ITD staff and assisting with expense report entry and/or approval, as needed.
Minimum 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.
In addition to the qualifications listed above, this position requires:
- Proven ability to work with minimum supervision and exercise independent initiative.
- Excellent proofreading skills and knowledge of Redbook standards.
- Experience in organizing and supporting events, meetings, conferences, including communication and advertising.
- Strong budgetary, organizational, administrative, and analytical skills, with a proven ability to work well under stressful conditions, manage short deadlines, handle multiple tasks in a timely manner, and prioritize conflicting demands.
- Demonstrated ability to perform well as part of a team.
- Proven interpersonal skills to interact effectively with Fund staff and external contacts at all levels, and excellent oral and written communication skills.
- Proven first-rate technical skills. Proficiency in applications, including Word, Excel, PowerPoint, etc.
- An interest in learning new skills related to tools used for document management and knowledge management to help track activities, share documents, etc.
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.
Only candidates who are currently residing in the Washington DC metro area 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.
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.
Department:
ITDAI Information Technology Department Immediate Office
Hiring For:
A04, A05
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.
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