Administrative Coordinator – APDPI

The Administrative Coordinator in the Pacific Islands Division provides a wide range of office duties and assistance to unit staff, overseeing the workplan of divisional coordinators, managing workflow, and ensuring quality and timeliness of output.

Responsibilities

• Participates in the drafting of documents by integrating text, tables and charts from multiple sources/software applications.
• Drafts and edits routine correspondence on administrative matters.
• Proofreads and edits documents on behalf of supervisor and/or office/division staff; ensures correct grammar, spelling, and punctuation; formatting in accordance with Fund style.
• Provides administrative and logistical support for mission teams both before and after the mission in coordination with field offices when necessary.
• Organizes, files, and retrieves documents from physical and electronic repositories.
• Maintains, tracks and extracts data from administrative, economic, and financial databases.
• Initiates standard reports to inform administrative decisions or check compliance with Fund procedures.
• Reviews incoming and outgoing documents (such as board documents, briefing papers, back-to-office reports) and distributes board documents, including prior editing and formatting, to send them through the review process.
• Monitors and responds as necessary to e-mail, fields requests for information/comment, and tracks/enforces all associated deadlines.
• Prioritizes, routes, and schedules work to ensure an appropriate and efficient resolution/response.
• Assists with first-line technical support to colleagues at all levels within the work unit on Fund systems, office productivity software, and other office automation technologies such as mobile technology and teleconferencing.
• Guides and follows up with technical support vendors/contacts on behalf of supervisor and/or staff.
• Assists with expert and vendor administration/on-boarding, off-boarding, provisioning, and financial/budgetary tracking and reporting.
• Organizes meetings, seminars, workshops, and/or conferences, including planning, material production, scheduling, logistical arrangements, and liaising with participants and speakers.
• Coordinates and publishes internet or IMF intranet postings for the work unit, including country entries.
• Requests interpretation services when needed.
• Disseminates Fund administrative policies within the work unit for staff at all levels.
• Creates and maintains spreadsheets to track administrative data or processes for the unit.
• Ensures compliance with policies and liaises with relevant departments to resolve issues, as necessary.

Requirements

• 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.
• Only candidates who are currently residing in the Washington DC metro area will be considered.
• Only candidates that have passed the IMF Staff Assistant online exam in the past 12 months will be considered.

Skills

• Office Management
• Workflow Management Skills
• Workplan Oversight
• Quality Assurance
• Timeliness Management
• Staff Assistance
• IMF Staff Assistant Exam