Administrative Coordinator/Sr. Administrative Coordinator - STARM

Work for the IMF. Work for the World.

The Statistics Department (STA) has an opening for an Administrative Coordinator/Senior Administrative Coordinator in its Resource Management Division (STARM). Under the general supervision of the Division Chief/ Deputy Division Chief, the successful candidate would perform a range of administrative coordination and support functions to facilitate the delivery of STA’s capacity development (CD) program by STA’s topical divisions.

The ideal candidate should be a highly motivated self-starter who brings ownership, energy, and innovation to their work; and who understands the high degree of responsiveness necessary to support STA’s mandate. Work is performed in a dynamic environment and operational flexibility is required to meet sudden, unpredictable business requirements. Assignments require demonstrated organizational skills and initiative; and entail building collaborative relationships with other Fund departments including FIN and HRD.

Major Duties and Responsibilities:

• Administers operational procedures for STA’s recruitment and onboarding/ offboarding of long-term experts (LTXs) and contracting of short-term experts (STXs), ensuring compliance with Fund policies and liaising with HRD and FIN to resolve issues.

• Maintains tracking systems and databases of operational and/or administrative activities, including those related to CD management (e.g., technical assistance report dissemination and governance of STA’s STX roster) and personnel management (e.g., leave administration).

• Tracks document reviews, requests for information/comment, and compliance with routine procedures; and tracks/enforces associated deadlines (including TRACES reporting by STARM staff); prioritizes, routes and schedules work to ensure an appropriate and efficient resolution/response by STARM. 

• Processes requests from shared mailboxes, including those related to LTX/STX recruitment, mission travel, and LTX/STX expense reports. Maintains records and information, including information of a highly confidential nature.

• Integrates a variety of documents ranging from standard communications to complex text, tables and charts from multiple sources/software applications into single, unified documents. Proofreads and edits documents on behalf of STARM staff, formatting in accordance with Fund style.

• Coordinates and maintains STARM’s communications through the use of the IMF intranet and internet, particularly to enhance internal users’ access to STA’s CD guidelines and templates.

• Supports the planning of both STA-wide and division-led conferences, seminars, and workshops.

• Disseminates Fund administrative policies within STARM for staff at all levels. 

• Assists STARM management in executing administrative and operational decisions to ensure the efficient provision of support services throughout the department.

• Guides and follows up with technical support vendors/contacts on behalf of supervisor and/or staff.

• Trains junior staff, assigns and reviews the progress and accuracy of work, and provides technical guidance on more complex issues within STARM’s administrative team.  

• Other duties as required by the Divisional management team.

Minimum Qualifications:

Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of six (6) years of relevant experience, is required. External candidates must have had at least two (2) of the six required years of experience in a lead role.

In addition to the qualifications set forth, the selected candidate must possess:

• excellent drafting, administrative, and organizational skills;

• ability to work well under pressure, managing short deadlines and a complex and demanding workload;

• independent judgment and discretion in handling sensitive and confidential information;

• excellent oral and written communication and interpersonal skills; and

• advanced knowledge of Word, Excel, PowerPoint, and SharePoint.

• Sound knowledge of the IMF's administrative practices and procedures (including on document management), and of at least one additional Fund-working language would be a plus.

This vacancy shall be filled by a 3-year Term appointment.

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 wi